Office Services Coordinator, Grade 16

WHO WE ARE

The Montgomery County Department of Correction and Rehabilitation (DOCR) is a civilian agency managed by professionals in the correctional field. The Inmate Records section of DOCR operates 24 hours/7days weekly, providing administrative services to multiple public safety stakeholders, including judicial officers, court personnel, law enforcement agencies, offenders and their families, and the public. The responsibilities consist of numerous tasks which involve processing and ensuring the accurate maintenance of incarcerated individuals' criminal records for over 12,000 annual intakes and calculating over 2,500 new Sentenced Diminution of Confinement Records annually to calculate incarcerated individuals’ release dates.

WHO WE ARE LOOKING FOR

The Inmate Records section is seeking an experienced and skilled individual to work as an Office Services Coordinator. The Office Services Coordinator position is located at the Montgomery County Detention Center (1307 Seven Locks Road, Rockville, MD) within the Detention Services Section. The Records Section operates 24 hours per day, 7 days per week, providing public safety services to multiple stakeholders. The selected applicants will work Monday through Friday and daytime hours. The position is Telework Eligible after meeting training and department requirements.

The selected individual will work within a fast-paced team environment of Correctional Records Coordinators and managers. The employee in this position will be responsible for all clerical and administrative support functions within the Records section, requiring a proficient working level with office automation to perform the duties of this position. Data management, organizational skills, and multitasking are essential to manage the various responsibilities assigned to this position. The incumbent must be able to effectively communicate with a diverse population of clients while establishing and maintaining effective working relationships with representatives of various public safety organizations, private organizations, and the general public. The employee needs to demonstrate the ability to deal tactfully and equitably with people. 

The duties include, but are not limited to:

• Maintaining past incarcerated individuals’ files, including coordination of archiving files;
• Processing court-ordered expungements for the Detention Services Division;
• Providing customer service to the public, the courts, DOCR staff, and other law enforcement agencies;
• Preparing and maintaining monthly and annual billing reports for federal and state reimbursement;
• Creating logs for SCAPP billing and Juvenile holding;
• Entering data in CJCMS;
• Preparing a variety of documents using Microsoft Office Suite and distributing as needed;
• Coordinating and attending meetings, and providing meeting minutes;
• Maintaining and ordering section inventory;
• Updating various databases.
• Delivering and/or picking up items from the County’s central mail room.
• Making recommendations for office automation.

Prior to appointment, the selected applicant must successfully complete a comprehensive background investigation, medical review, and a drug/alcohol screen.

Applicants are encouraged to carefully read the substance abuse disqualification for this position prior to applying. Please click or copy and paste the following link: https://dsd.maryland.gov/regulations/Pages/12.10.01.22.aspx

Prior to a promotional appointment within DOCR, the selected individual must answer the Prison Rape Elimination Act (PREA) questions and submit to a criminal history check to comply with the Prevention Planning on Hiring and Promotion Decisions (115.17, 115.117, 115.217, 115.317). This is a requirement to meet Federal law and audit standards.

• Experience working with and processing confidential data.

• Advanced Experience in records management, file maintenance, and archiving.
• Knowledge or experience with criminal justice, correctional, court, or law enforcement data systems.
• Experience analyzing, reviewing, and entering data.
• Experience at an intermediate or advanced level using Outlook, Word, and Excel, and at a basic to intermediate level using SharePoint.
• Experience providing excellent customer service to stakeholders and the community.
• Experience providing multiple administrative functions or support in a time-sensitive, regulated environment requiring confidentiality.
• Experience providing administrative support to multiple people in a fast-paced, high-volume environment within an organization and/or work unit.