SUPERVISING ADMISSIONS AND RECORDS OFFICER

Code: 07495 Local Competitive

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under direction, supervises a group of Admissions and Records Officers in work involved in admitting inmates or juveniles to a penal institution or juvenile detention facility; may supervise security tasks involved in guarding and/or transporting inmates or detainees; does related work as required.

DISTINGUISHING CHARACTERISTICS

Positions in this class supervise the work involved in the admission and processing of inmates/detainees in a penal institution or detention facility and in the safekeeping of money, valuables, and other personal belongings of inmates/detainees and/or visitors.

Positions in this class generally supervise at least three employees on a regular, recurring basis. Such supervision occupies a significant or substantial portion of the employee's working time and is not infrequent, incidental, emergency, or temporary in nature.

A substantial portion of the employee's time includes directing and guiding subordinates in the performance of their duties, coordinating the work of the unit, instructing new employees in the performance of their duties, and reviewing and evaluating their work performance.

Employees in this class may perform duties representative of those performed by subordinates, but the performance of such duties does not encompass the majority of the employee's time and is merely an adjunct to the supervisory responsibilities.

In addition to the supervisory functions and responsibilities indicated above, positions in this class may also perform the nonsupervisory duties described under Examples of Work.

Examples of work

• Supervises and makes work assignments by planning and organizing workflow and conducting training.
• Handles discipline and grievance matters involving subordinates.
• Examines a variety of documents, logs, and reports containing information concerning admissions, daily activities, appointments, court dispositions, releases, and so forth for compliance with policy and procedure, and reviews information for accuracy. Supervises and coordinates the compilation and maintenance of various records pertaining to personnel and salary, requisitions of supplies and materials, and so forth to provide superiors with a record of needs, and status of activities in the unit.
• Notarizes documents by attesting to an individual's identity, and stamping documents for official use.
• Directs the work assignments of staff and makes adjustments in the established work schedule to meet new requirements or unforeseen situations to maintain the operation and security of the facility in accordance with established policy and procedures.
• Reviews commitment orders and detainers of inmates or juveniles to ensure that legal requirements have been met.
• Prepares payroll, schedules vacation, arranges for sick leave coverage, and is responsible for the training of new employees.
• Recommends promotions, reassignments, or other status changes of assigned personnel.
• Maintains statistics concerning sex, age, charges, and disposition of cases.
• Oversees the maintenance of the register of commitments and discharges, and personal property of inmates.
• Oversees the assignment of inmates to cells and juveniles to rooms.
• Maintains petty cash records, prepares reports, and establishes and maintains needed records and files.
• Handles all correspondence and records for submission to the courts and other appropriate agencies.
• Supervises and is responsible for the security of inmates/detainees when they are being processed and while awaiting transportation to court.
• May be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Experience

Four (4) years of experience in work involving the custody or protection of individuals in a penal or detention facility, one (1) year of which shall have been in a supervisory capacity.

License

Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

• Knowledge of the problems encountered in work involving the care and custody of inmates/detainees.
• Knowledge of the policies, procedures, and guidelines of the detention/penal facility.
• Knowledge of the problems in communicating with subordinates effectively both orally and in writing, and in working out solutions to problems in a detention/penal facility.
• Knowledge of modern office routines, procedures, and methods.
• Ability to prepare clear, sound, and informative reports, and maintain records and files.
• Ability to assign and instruct employees, and to develop effective work methods.
• Ability to evaluate and guide subordinates.
• Ability to establish, process, and maintain records, reports, and files.
• Ability to cope with crisis situations that occur in a penal or detention facility.
• Ability to exercise judgment and discretion when answering questions and correspondence so as not to compromise the security of the facility.
• Ability to write concise, accurate reports.
• Ability to work harmoniously with associates.
• Ability to adjust to change, work presusres, or difficult situations that may occur in a detention facility with undue stress.
• Ability to motivate, train, and work effectively with subordinates, assign them their duties, and evaluate their work performance.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units. Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.