RECORDS MANAGER

Full Job Description

POSITION SUMMARY

The Booking Unit Records Manager oversees all operations related to inmate intake, release processing, and records management within the Sheriff’s Office detention facilities.

This role ensures the accuracy, security, and legal compliance of inmate records, supervises Booking Unit staff, and maintains efficient workflows that support facility operations, court processes, and law enforcement partners.

The manager serves as the subject-matter expert for booking procedures, criminal history documentation, and records retention in accordance with federal, state, and local regulations.

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KEY RESPONSIBILITIES

Leadership & Supervision

• Directs daily operations of the Booking Unit, including inmate intake, classification documentation, release processing, and records maintenance.
• Supervises, trains, schedules, and evaluates Booking Unit staff; ensures adherence to agency policies and performance standards.
• Develops and updates standard operating procedures to maintain consistency, accuracy, and legal compliance.
• Coordinates with detention command staff, patrol, investigations, courts, and external agencies to ensure seamless information flow.

Records Management & Compliance

• Oversees creation, maintenance, and auditing of inmate records, including arrest documentation, warrants, court orders, fingerprints, photographs, and biometric data.
• Ensures compliance with state and federal laws such as criminal history reporting requirements, public records statutes, NCIC/GCIC/TCIC standards, and records retention schedules.
• Conducts regular audits to verify data accuracy, identify discrepancies, and implement corrective actions.
• Manages secure storage, retrieval, and dissemination of records, ensuring confidentiality and proper authorization.

Booking Operations

• Oversees intake procedures including identity verification, charge entry, classification documentation, property inventory, and medical/mental health screening documentation.
• Ensures timely and lawful release processing, including verification of court orders, bond documentation, and detainers.
• Monitors workload, staffing levels, and operational bottlenecks to maintain efficient booking operations 24/7.
• Coordinates with IT and vendor partners on booking software, jail management systems, and biometric equipment.

Policy, Training & Quality Assurance

• Develops and delivers training on booking procedures, records standards, and legal updates.
• Reviews changes in legislation, court rulings, and state reporting requirements; updates policies accordingly.
• Implements quality-control measures to reduce errors in inmate data entry and reporting.
• Ensures staff maintain required certifications (e.g., NCIC/GCIC/TCIC operator status).

Interagency Coordination

• Serves as the primary liaison for courts, prosecutors, probation/parole, and external law enforcement agencies regarding inmate records and booking information.
• Responds to subpoenas, public records requests, and information inquiries in accordance with law and agency policy.
• Represents the Booking Unit in internal meetings, audits, and inspections.

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QUALIFICATIONS

Education & Experience:

• Bachelor’s degree in Criminal Justice, Public Administration, Records Management, or related field preferred.
• Five years of experience in detention operations, records management, or law enforcement support roles, to include two years of supervisory experience.
• Supervisory experience in a high-volume, compliance-driven environment strongly preferred.

Knowledge, Skills & Abilities:

• Strong understanding of jail management systems, booking procedures, and criminal justice documentation.
• Knowledge of state and federal reporting requirements, records retention laws, and confidentiality standards.
• Ability to lead and motivate staff in a fast-paced environment.
• Exceptional attention to detail, analytical skills, and problem-solving ability.
• Strong communication skills and the ability to work collaboratively with diverse stakeholders.
• Ability to maintain composure and sound judgment under pressure.

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Working Conditions

• Work is performed in a secure detention environment.
• May require shift work, on-call availability, or extended hours depending on operational needs.

Requirements

Purpose of Classification:

The purpose of this classification is to perform duties related to overseeing various records management programs. Responsibilities include supervising assigned staff, developing and overseeing the creation of complex records systems, assisting in the development of records management policies and procedures, and preparing activity reports for assigned unit.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Supervises, directs, and evaluates assigned staff: participates in hiring and termination decisions; oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.

Organizes, prioritizes, and assigns work; establishes workloads and prioritizes work activities in order to meet objectives; ensures that subordinates have the proper resources needed to complete assigned work; monitors status of work in progress and inspects completed work; and consults with assigned staff to assist with complex/problem situations and provide technical expertise.

Provides administrative support activities in support of department/division objectives: coordinates the provision of records to board members, law enforcement officials, court staff, tax payers, and the public according to area assignment.

Supervises and assists in receiving, filing, and locating records: researches, analyzes, and resolves issues and problems with records and case files; and oversees the storage, retention, and destruction of records and/or evidence in accordance with applicable regulations.

Assists in developing operating policies and procedures for records administration and control.

May oversee the creation of records, such as cadastral tax maps and vital records.
Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: receives and reviews various documentation, including; reviews, completes, processes, forwards or retains as appropriate.

Prepares or completes various forms, reports, correspondence, activity reports, budget requests, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.


Additional Functions:

Performs other related duties as required.

Qualifications

SPECIAL REQUIREMENTS:

*All applicants must agree to and successfully pass a background investigation, drug screening and polygraph to be considered for employment with the Fulton County Sheriff's Office.*

Examination:
The examination will consist of an evaluation of education and experience, accomplished by analysis of the application. Application must document that the applicant possesses the minimum knowledge, skills, education and experience as listed to be rated as qualified. If selected, an official, accredited college transcript is required, at time of employment, for all degrees/course work used to qualify for this position.

ALL APPLICATIONS MUST BE COMPLETED IN FULL BEFORE THEY ARE SUBMITTED.

PLEASE REVIEW ALL APPLICATIONS FOR ACCURACY AND MAKE ALL CORRECTIONS BEFORE SUBMITTAL BECAUSE ERRORS CAN RESULT IN NOT MEETING THE MINIMUM QUALIFICATIONS.

WE DO NOT ACCEPT ADDITIONAL INFORMATION AFTER APPLICATIONS ARE RECEIVED BY THE DEPARTMENT OF HUMAN RESOURCES MANAGEMENT.

Performance Aptitudes:

Data Utilization: Requires the ability to coordinate, manage, and/or correlate data. Includes exercising judgment in determining time, place and/or sequence of operations, referencing data analyses to determine necessity for revision of organizational components, and in the formulation of operational strategy.

Human Interaction: Requires the ability to work with others to coordinate the more complex programs and more complex problems associated with the responsibilities of the job. Often represents the department and/or organization when dealing with others.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving broader aspects of organizational programs and operations, moderately unstable situations, or the direction, control and planning of an entire program or set of programs.

Additional Information

It is the policy of Fulton County that there will be equal opportunity for every citizen, employee and applicant, based upon merit without regard to race, color, religion, national origin, gender, age, genetics, disability or sexual orientation.