Registrar - Extended Services

Position Overview:

The Illinois Department of Juvenile Justice (IDJJ) is seeking a motivated candidate to serve as the Registrar for the IDJJ Extended Educational Services Program. The ideal candidate for this role will possess previous experience with performing comprehensive analysis of student's records to ensure accurate grade placement, establishing and maintaining student records systems, and preparing and generating official academic documents and reports related to student coursework in support of agency operations. In this position, the incumbent will analyze and interpret student transcripts and academic records, process adjustments for student withdrawals and graduates, and prepare and issue student transcripts in accordance with academic and regulatory standards. The incumbent in this position will collaborate with principals, central office staff, and school district personnel to fulfill requests and complete assigned tasks efficiently while supporting data management and compliance functions. IDJJ encourages all qualified individuals to apply!

Essential Functions:

• Performs comprehensive analysis and management of student academic records to ensure accurate grade placement, credit validation, and seamless transfer of transcripts within and outside the district for School District 428-Extended Services.
• Establishes and maintains a comprehensive and compliant student records system, ensuring the accurate entry, maintenance, and security of academic and personal data in alignment with district, state, and federal requirements.
• Prepares and generates official academic documents and reports related to student coursework in support of district and agency operations.
• Collaborates with principals, central office staff, and school district personnel to fulfill requests and complete assigned tasks efficiently while supporting data management and compliance functions.
• Maintains up-to-date student information by regularly reviewing and updating schedules, records, and data throughout the academic year.
• Builds and maintains collaborative relationships with internal and external stakeholders to support accurate student record management and promote student success.
• Performs other duties as required or assigned which are reasonably within the scope of the enumerated items above. 

Minimum Qualifications:

• Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with coursework in business or public administration.
• A minimum of one (1) year experience working with school records informational systems and data management practices.
• A minimum of one (1) year experience demonstrating knowledge of school curriculum and course credit systems.

Preferred Qualifications (In Order of Significance):

• Prefers a minimum of two (2) years demonstrating appropriate business clerical skills with strong organizational and data entry skills, with attention to accuracy and detail.
• Prefers a minimum of two (2) years demonstrating appropriate business communication skills.
• Prefers a minimum of two (2) years experience organizing data and preparing reports.
• Prefers a minimum of two (2) years experience working independently with appropriate results.
• Prefers working knowledge of district, state, and federal policies regarding student enrollment and records.
• Prefers proficiency in using computers and student information systems, including relevant cloud-based software.
• Prefers having the basic understanding of data security and confidentiality standards.
• Prefers having the ability to exercise initiative, problem-solving, and resourcefulness in performing assigned duties.
• Prefers having strong communication and customer service skills for interactions with families, staff, and external agencies. 
• Prefers having the ability to work collaboratively as part of a team and adapt to a fast-paced environment.

Conditions of Employment:

• Requires the ability to pass an IDOC/IDJJ background check.
• Requires ability to pass a drug screen. The use of unauthorized drugs by an employee, regardless of position held, is prohibited. 
• Requires a valid driver’s license and the ability to travel between district locations.

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.