Records Clerk

Joliet Junior College; Joliet (IL); On-site; USD 29,949 - 31,739; Part time

Job summary

Joliet Junior College's Campus Police seeks a Records Clerk to support records management, data entry, filing, mail sorting, and walk-up inquiries at the service window.

The role handles phone inquiries, maintains police and college records, and assists with FOIA and court-related tasks; part-time, non-exempt, 28 hours weekly, with diverse responsibilities and opportunities to contribute to campus safety.

Qualifications

• High school diploma or equivalent required.
• Strong data entry and records management skills.
• Ability to interact with diverse populations respectfully.
• Familiarity with police records handling and confidentiality.
• Proven organizational and multitasking abilities.

Responsibilities

• Enter, file and organize police and college records accurately.
• Answer walk‑up inquiries at the service window and respond to phone calls.
• Process subpoenas, court date notices and related records for officers.
• Maintain and forward reports and tickets; manage confidential data.
• Assist with FOIA requests and maintain the college crime log.
• Support other duties as assigned by the Chief of Police.

Skills

Data entry

Records management

Customer service

Phone etiquette

Organizational skills

Cultural competence

Education

High school diploma or equivalent

Tools

Premier 1 (P1)

Records Management System

Job description

Position Title: Records Clerk

Job Description: POSITION TITLE: Records Clerk; STATUS: Part-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

• Digital recordkeeping: perform record keeping on all police/college systems and outside computer systems including Premier 1 (P1).
• Will County Clerk/State's Attorney Offices: 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; maintain and forward copies of reports/tickets; review and maintain confidential records or report data.
• Parking/Regulation/Student Code Tickets: enter & process all tickets; maintain and process paid/void appealed tickets.
• Arrest Files: maintain and update arrest files including court case dispositions and identification files.
• Traffic Crash: process all Traffic Crash reports and forward copies to I-DOT, Department of Transportation and insurance companies.
• Racial Profiling: maintain and submit all mandated data to I-DOT on line.
• College Van & Rental Vans: coordinate and schedule all College and Rental vehicle usage; process all requests and reservations, cancellations; process mileage charge backs for reimbursement; maintain and log all fuel credit card & I-pass usage.
• Expungements: handle and maintain and process all expungement requests from Will County Clerk/ASA office.
• FOIA: gather campus police reports and disseminate reports to FOIA liaison for processing; process police/military background records checks.
• Crime Log: process and maintain the college crime log.
• Records Disposal: when local records disposal certificate is received, collect & assemble records that are ready for disposal.
• Ticket Appeals/Committee: process all appealed tickets; set up meetings with appeal committee members.

Minimum Qualifications

• High school graduate or equivalent.
• Possess and maintain valid driver's license.
• Thorough knowledge of computer database entry, retrieval and word processing.
• Strong working knowledge of law enforcement and court practices.
• Strong organizational, multitasking and problem-solving skills.
• 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.
• Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

Preferred Qualifications

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

Benefits

Technical Office Support Staff Council (TOSSC)-AFT Local 604.

Additional Information

Full Time/Part Time: Part time

Union (If Applicable): TOSSC

Scheduled Hours: 28