Record Office Coordinator

Position Overview:

The Department of Juvenile Justice is seeking a motivated and experienced individual to serve as the Executive II in the records department.  This position is under the supervision of the Clinical Services Supervisor and will direct the operations of an institutional records office. The incumbent in this position will coordinate and administer court-related documentation and legal processing to ensure compliance with court orders and agency directives. The ideal candidate for this position will have a great attention to detail, be able to monitor and manage multiple tasks simutaneously, have an apptitude for numbers/calculations, and have great communication skills.  We encourage all qualifed and interested individuals to apply!

Essential Functions:

• Under general direction, plans, organizes, and directs the operations of an institutional Records Office to ensure the accurate maintenance, security, and integrity of records in compliance with agency policies, administrative rules, and legal requirements.
• Coordinates and administers court-related documentation, legal processing, and authorized movement of committed youth to ensure compliance with court orders, agency directives, and procedural requirements.
• Monitors and reviews the accurate processing of sentence calculations for revocation and restoration of good conduct credits to ensure accuracy and compliance with agency policies and procedures.
• Responsible for youth master file retention and accuracy by compiling, reviewing, and verifying documentation to ensure compliance with court orders, departmental directives, and record office procedures.

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

Minimum Qualifications:

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

Preferred Qualifications (In Order of Significance):

• Prefers two (2) years of professional experience in records management, auditing, or compliance functions within juvenile justice, corrections, or a public-sector agency.
• Prefers two (2) years’ experience implementing the principles and practices of public and business administration as they apply to managing records, files, and confidential documentation.
• Prefers working knowledge of state government operations, statutes, and juvenile justice procedures related to records retention, confidentiality, and court documentation.
• Prefers strong understanding of governmental accounting, program budgeting, and procurement as they relate to maintaining and supporting records office operations.
• Prefers demonstrated ability to analyze records-related administrative problems and adopt effective courses of action to ensure compliance and accuracy.
• Prefers ability to develop, implement, and evaluate records management policies, procedures, and performance standards.
• Prefers ability to exercise judgment and discretion in handling sensitive, confidential youth records and legal mandates (HIPAA, FOIA, PREA, OEIG).
• Prefers strong communication skills with the ability to collaborate with facility staff, courts, attorneys, Aftercare, and Central Office on records-related matter.

Conditions of Employment:

• Requires the ability to pass an IDJJ/IDOC Background check.
• Requires the ability to pass an IDJJ/IDOC drug screening.
• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This may require the ability to work evenings and weekends. 

The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description

About the Agency:

The mission of the Illinois Department of Juvenile Justice (IDJJ) is to build youth skills and strengthen families by promoting community safety and positive youth outcomes. Over 900 staff members from across various departments—security, programming, education, mental health, and more—collaborate with the understanding that youth are physically, emotionally, and cognitively different from adults. The department provides extensive services to young people through a developmental, treatment-focused model of care that builds youth resiliency, engages families, and promotes community safety at the five youth facilities it operates across the state. IDJJ serves and houses approximately 150 youth and is responsible for approximately 500 youth on Aftercare in various Illinois’ communities.