DOC Lawrence CC Office Administrator III - Records Office

State of Illinois

3d•Onsite

About The Position

IDOC is seeking a highly motivated professional to oversee 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.

Requirements

Requires knowledge, skill and mental development equivalent to completion of two (2) years of study at a secretarial/business college and one (1) year of office experience; or completion of high school and three (3) years of Office Assistant experience; or three (3) years independent business experience.
Requires ability to keyboard accurately at 30 wpm.
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.
Requires ability to pass the 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.
Required to utilize digital technology, tools, platforms, and processes in managing and supporting various digital enhancements for greater efficiency, productivity, and digital transformation efforts within the department.
Applicants are required to abide by all vaccine and/or other medical standards as set out by the employer.

Nice To Haves

Prefers at least two (2) years of experience interpreting Illinois Compiled Statutes as it pertains to sentencing structure.
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.
Prefers at least two (2) years of professional experience preparing affidavits for use in courts regarding lawsuits.
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.
Prefers at least two (2) years of professional experience maintaining and reporting statistical data for administration planning and information reports.
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.

Responsibilities

Processes, keyboards, and maintains records relating to the lawful commitment and release of individuals in custody assigned to the supervision of the Department through a review of Masterfile documentation, legal records, and sentencing imposed by the courts.
Serves as working supervisor.
Serves as institutional liaison with the Prisoner Review Board.
Serves as liaison between the facility, Judges, States Attorney’s, Corrections Legal staff, Attorney General’s Office, Information Services, Chief Record Office, County Jails, and family members of individuals in custody.
Responds to requests for clarification from individuals in custody regarding sentence calculations.
Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Benefits

Flexible work schedule in some program areas (Flex time and Hybrid options)
Health, Life, Vision and Dental Insurance
12 weeks paid maternity/paternity leave
Pension Plan - Vesting at 10 years for Tier II
Full 20-year retirement awards free health insurance during retirement
Deferred compensation and other pre-tax benefits programs
Paid state holidays: 13 - 14 day annually
3 paid Personal Business days annually
12 paid Sick days annually (Sick days carry over year to year)
10 - 25 Paid Vacation days annually (10 days beginning at year 1 employment)
Personal, Sick and Vacation rates modified for 12-hour work schedules (As applicable)
Employee Assistance Program and/or Mental Health resources