Records Clerk

Joliet Junior College; United States; On-site; USD 29,949 - 31,739; Part time

Job summary

Joliet Junior College is seeking a Records Clerk to support the Campus Police with data entry, recordkeeping and clerical duties. The role ensures police and court records are accurate, accessible and up-to-date, while handling inquiries at the service window.

Responsibilities include processing tickets, maintaining arrest files, coordinating with county offices, and handling FOIA requests. Strong organizational skills and a commitment to college values are essential.

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.

Responsibilities

• Digital recordkeeping on police/college systems and outside computer systems including Premier1 (P1).
• Coordinate with Will County Clerk/State’s Attorney for criminal & traffic cases; forward reports/tickets and maintain confidential records.
• Enter and process tickets; maintain and process paid/void appealed tickets.
• Maintain arrest files, court dispositions, and identification files.
• Process Traffic Crash reports and forward to I-DOT and insurers.
• Submit mandated data to I-DOT for racial profiling.
• Coordinate college and rental vehicle usage; process requests, reservations, cancellations and log fuel card usage.
• Handle expungement requests from Will County Clerk/ASA office.
• Gather police reports for FOIA; process background records checks.
• Process and maintain the college crime log.
• Arrange records disposal once disposal certificate is received.
• Process ticket appeals and set up appeal committee meetings.

Skills

Data entry

Word processing

Records management

Customer service

Organizational skills

Multitasking

Problem-solving

Cultural competence

Emotional intelligence

Bilingual English/Spanish

Education

High school graduate or equivalent

Tools

Records Management System

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

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

EEO Statement

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: Clerk will perform appropriate record keeping on all police/college systems and outside computer systems including Premier1 (P1).
• 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.
• Parking/Regulation/Student Code Tickets: Clerk will enter & process all tickets. Clerk will maintain these tickets and process paid/void appealed tickets.
• Arrest Files: Clerk will maintain and update arrest files including court case dispositions and identification files.
• Traffic Crash: Clerk is responsible for processing all Traffic Crash reports and forward copies to (I‑DOT) Department of Transportation and insurance companies.
• Racial Profiling: Clerk is responsible for maintaining and submitting all mandated data to I‑DOT on line.
• 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.
• Expungements: Clerk will handle and maintain and process all expungement requests from Will County Clerk/ASA office.
• FOIA: Clerk will gather campus police reports and disseminate reports to FOIA liaison for processing. The Clerk will process police/military background records checks.
• Crime Log: Clerk will process and maintain the college crime log.
• Records Disposal: When local records disposal certificate is received, records clerk will collect & assemble records that are ready for disposal.
• Ticket Appeals/Committee: Clerk is responsible for processing all appealed tickets. Clerk is responsible for setting 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

For information about JJC’s benefits, refer to the JJC website and the Technical Office Support Staff Council (TOSSC)-AFT Local 604. The position is part‑time.