RECORDS OFFICE SUPERVISOR (EXECUTIVE II)

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

Reasonable Accommodation Statement

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 for further information and to request or discuss an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status). To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  Feb 8, 2024
Location: 

Crest Hill, IL, US, 60403

Job Requisition ID:  35580

Agency :  Department of Corrections - Stateville Correctional Center
Closing Date/Time: 02/29/2024
 
Salary:   Anticipated Starting Salary: $6,164/month; CBA Applies; Full Range: $6,164-$9,330/month  
Job Type:   Salaried Full Time  
County:   Will  
Number of Vacancies:   1  
Plan/BU:   RC062  

 

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

 

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

 

While not required, a Resume/Curriculum Vitae (CV) is recommended.  When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application.  Failure to upload requested transcripts, license and/or proof of certification when specified may result in ineligibility.  Please note that the Department of Corrections must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

 

Posting Identification Number 35580

Position Overview

IDOC is seeking a highly motivated professional to oversee the one of our facilities’ Records Office. The ideal candidate will possess excellent communication skills. Additionally, the person selected for the position should be able to work with interdepartmental staff and with other governmental and law enforcement agencies to carry out recordkeeping and legal duties. If interested in this opportunity, please apply according to the instructions listed on the job posting. We invite all qualified applicants to apply.

Job Responsibilities

  1. Plans, organizes and directs the facility’s Records Office.

  2. Serves as working supervisor.

  3. Monitors and directs the evaluation of Individual in Custody records relating to the lawful commitment and release of Individuals in Custody assigned to the supervision of the Department through a review of legal records and court sentence.

  4. Processes correspondence regarding Individuals in Custody received from courts and law authorities.

  5. Serves as a liaison between the facility, Judges, State’s Attorney’s, Corrections legal staff, Attorney General’s Office and Information Services.

  6. Maintains statistical data reference system for administration planning and information reports.

  7. Conducts call lines for Individuals in Custody.

  8. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

  1. Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in business or public administration.
  2. Requires two (2) years of responsible administrative experience in a public or business organization.

 

Specialized Skills

  1. Of the two (2) years of experience required above, requires those two (2) years of experience in computing sentences, applying statutes related to sentencing guidelines and enforcing appellate court mandates that affect calculation of awarded time to Individuals in Custody.

Preferred Qualifications (In Order of Significance)

  1. Prefers at least two (2) years of experience interpreting Illinois Compiled Statutes as it pertains to sentencing structure.
  2. Prefers at least two (2) years of professional experience working with and answering questions from individuals in custody or similar like population regarding their sentence calculation.
  3. Prefers at least two (2) years of professional experience preparing affidavits for use in courts regarding lawsuits.
  4. Prefers at least two (2) years of professional experience gathering and interpreting legal documents, including warrants, received from various courts and assist in responding to lawsuits.
  5. Prefers at least two (2) years of professional experience maintaining and reporting statistical data for administration planning and information reports.
  6. Prefers at least two (2) years of professional experience developing new and revising current methods and procedures in a record office to ensure the workflow process is more efficient.

Conditions of Employment

  1. Required to obtain a Law Enforcement Agencies Data System (LEADS) certification within the probationary period (or within the first 4 months, if already certified in the title) of being placed into the position and maintain a current, valid certification while in the position.
  2. Requires ability to pass the IDOC/IDJJ background check.
  3. Requires the ability to pass a drug screen. The use of unauthorized drugs by an employee, regardless of the position held, is prohibited.
  4. Applicants are required to abide by all vaccine and/or other medical standards as set out by the employer.

About the Agency

The Illinois Department of Corrections is a multicultural agency deeply committed to ensuring diversity, equity, and inclusion. This commitment is at the forefront of our operations, hiring, policies and procedures, and training. We recognize the benefit of workplace empowerment, the importance of diversity and fully support an environment where ALL employees are treated fairly, respectfully, and have equal access to opportunities and resources necessary to thrive and contribute to the agency’s success. IDOC genuinely values the differences of individuals in our custody and is committed to ensuring a healthy living environment where they feel valued, respected, and included.

 

Through our commitment to Diversity, Equity, and Inclusion (DEI), we shall establish and uphold agency policies and practices conducive to eliminating all forms of exclusion including, but not limited to, racism, ageism, ableism, sexism, discrimination based on sexual orientation and gender, and religious oppression.

 

The IDOC team works to serve justice in Illinois and increase public safety by promoting positive change in behavior of individuals in custody, operating successful reentry programs, and reducing victimization.

 

Employees enjoy excellent benefits, including health, vision, and dental insurance; retirement plan and deferred compensation; state holidays and other benefit time off; and pre-tax benefit programs. The department also offers extensive training and career advancement opportunities.

 

The Illinois Department of Corrections is proud to be an Equal Opportunity Employer.

Work Hours:  8:00 am - 4:00 pm, Mon-Fri, Sat/Sun off  
Work Location: Stateville Correctional Center - 16830 So. Route 53 Crest Hill, IL 60403  
Agency Contact:
 

Elizabeth Mullin

Email: Elizabeth.Mullin@illinois.gov

Phone #:815-727-3607  ext 5693

Job Family:  Leadership & Management; Public Safety  

 

This position DOES contain “Specialized Skills” (as that term is used in CBAs).

 

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so. 

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon.  If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

 

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

  • donotreply@SIL-P1.ns2cloud.com
  • systems@SIL-P1.ns2cloud.com

 


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