Record 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

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Disclosure of Salary Information

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Date:  May 24, 2023

Mount Sterling, IL, US, 62353

Job Requisition ID:  26724

Agency:  Department of Corrections - Western Illinois Correctional Center
Closing Date/Time:  06/09/2023
 11:59 pm
Salary:   Anticipated Starting Salary: $5,783 a month; CBA Applies - Full Range - $5,783 - $8,655 a month  
Job Type:   Salaried Full Time  
County:   Brown  
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 website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.


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


Posting Identification Number: 26724

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 form 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 Date 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 the ability to pass the IDOC/IDJJ background check.
  3. Requires the ability to pass a drug screen. On January 1, 2020, the Cannabis Regulation and Tax Act made it legal for residents over the age of 21 to produce, consume, and sell cannabis in Illinois. Please note that although the law has changed, the Department will continue to enforce the Department’s zero tolerance Drug Testing policy. The use of unauthorized drugs, including cannabis, 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 a.m. - 4:00 p.m. with Saturday/Sunday off  
Work Location: Western Illinois Correctional Center, 2500 Route 99 S Mount Sterling, IL 62353-1462  
Agency Contact:

Emily Lerch


Phone #:217-773-4441 x250

Job Family:  Leadership & Management  


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



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 homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the 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 – 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:


Nearest Major Market: Macomb