Records Clerk

POSITION TITLE: Records Clerk
STATUS: Full Time
DEPARTMENT: Campus Police
DIVISION: President’s Office
CLASSIFICATION: Non-exempt
UNION: TOSSC-AFT Local 604
REPORTS TO: Chief of Police
PLACEMENT: Grade 106
HIRING RANGE: $21.74 - $23.04 hourly

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY

The Police Records Clerk is responsible for performing a variety of administrative and clerical tasks to support the department’s records management. Key duties include entering data, filing, sorting incoming mail, and assisting with walk-up inquiries at the service window. The Clerk will also answer phone calls and provide information related to police records. This role ensures that all police and court records are accurately maintained, up-to-date, and easily accessible. Additional responsibilities include performing other duties as assigned.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES:

1. Digital recordkeeping: Clerk will perform appropriate record keeping on all police/college systems and outside computer systems including Premier 1 (P1).
2. Will County Clerk/States Attorney Offices: Clerk will serve as point of contact with Will County Clerk and State’s Attorney for all matters regarding criminal & traffic cases including subpoena and court date notifications to officers. Clerk will maintain and forward copies of reports/tickets to these offices. Review and maintain confidential records or report data.
3. Parking/Regulation/Student Code Tickets: Clerk will enter & process all tickets. Clerk will maintain these tickets and process paid/void appealed tickets.
4. Arrest Files: Clerk will maintain and update arrest files including court case dispositions and identification files.
5. Traffic Crash: Clerk is responsible for processing all Traffic Crash reports and forward copies to (I-DOT) Department of Transportation and insurance companies.
6. Racial Profiling: Clerk is responsible for maintaining and submitting all mandated data to I-DOT on line.
7. College Van & Rental Vans: Clerk is responsible for coordinating and scheduling all College and Rental vehicle usage. This includes processing all requests and reservations, cancellations. Clerk will also process mileage charge backs for reimbursement. Maintain and log all fuel credit card & I-pass usage.
8. Expungements: Clerk will handle and maintain and process all expungement requests from Will County Clerk/ASA office
9. FOIA: Clerk will gather campus police reports and disseminate reports to FOIA liaison for processing. The Clerk will process police/military background records checks.
10. Crime Log: Clerk will process and maintain the college crime log.
11. Records Disposal: When local records disposal certificate is received, records clerk will collect & assemble records that are ready for disposal.
12. Ticket Appeals/Committee: Clerk is responsible for processing all appealed tickets. Clerk is responsible for setting up meetings with appeal committee members.
13. Compile and prepare statistical reports to the college staff monthly.
14. Review and submit campus crime reports administrative staff weekly.

MINIMUM QUALIFICATIONS

1. High school graduate or equivalent.
2. Possess and maintain valid driver’s license.
3. Thorough knowledge of computer database entry, retrieval and word processing.
4. Strong working knowledge of law enforcement and court practices.
5. Strong organizational, multitasking and problem-solving skills.
6. LEADS( Law Enforcement Agencies Data System) certified or previously certified in last 3 years.
7. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
8. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS

1. Strong working knowledge and experience within the Records Management System.
2. Prior records or office operations experience.
3. Knowledge of National Incident-Based Reporting System (NIBRS).
4. English and Spanish verbal and written communication proficiency.
5. Demonstrated multicultural competence.

BENEFITS

Click on the link for information about JJC's Benefits: Technical Office Support Staff Council (TOSSC)-AFT Local 604

Full Time/Part Time: Full time
Union (If Applicable): TOSSC
Scheduled Hours: 40