Record Office Coordinator

Job

Requisition

Opening Date: 06/24/2026

Closing Date: 07/09/2026

Agency:
Department of Juvenile Justice

Class

Title:

EXECUTIVE II - 13852

Skill Option:
None

Bilingual Option:
None

Salary:
Anticipated Starting Salary is $6,589/mo (Step 1b); CBA Applies;
Full Range: $6,589 - $9,541

Job Type: Salaried

Category:
Full Time

County:
Logan

Number of Vacancies : 1

Bargaining Unit Code: RC062 Technical Employees, AFSCME

Merit Comp Code:

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

All applicants who want to be considered for this position MUST apply electronically through the  website. State of Illinois employees should click the link near the top left to apply through the Success Factors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Executive II (Record Office Coordinator)

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you're helping to improve schools, protect our natural resources, or support families in need, you're part of something bigger-something that touches the lives of every person who calls Illinois home.

No matter what state career you're looking for, we offer jobs that fit your life and your schedule-flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Position Overview:

The Department of Juvenile Justice is seeking a motivated and experienced individual to serve as the Executive II in the records department. This position is under the supervision of the Clinical Services Supervisor and will direct the operations of an institutional records office. The incumbent in this position will coordinate and administer court-related documentation and legal processing to ensure compliance with court orders and agency directives.

The ideal candidate for this position will have a great attention to detail, be able to monitor and manage multiple tasks simutaneously, have an apptitude for numbers/calculations, and have great communication skills. We encourage all qualifed and interested individuals to apply!

Essential Functions:

* Under general direction, plans, organizes, and directs the operations of an institutional Records Office to ensure the accurate maintenance, security, and integrity of records in compliance with agency policies, administrative rules, and legal requirements.

* Coordinates and administers court-related documentation, legal processing, and authorized movement of committed youth to ensure compliance with court orders, agency directives, and procedural requirements.

* Monitors and reviews the accurate processing of sentence calculations for revocation and restoration of good conduct credits to ensure accuracy and compliance with agency policies and procedures.

* Responsible for youth master file retention and accuracy by compiling, reviewing, and verifying documentation to ensure compliance with court orders, departmental directives, and record office procedures.

Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications:

* Requires knowledge, skill and mental development equivalent to completion of four years of college, preferably with courses in business or public administration.

* Requires two years of responsible administrative experience in a public or business organization.

Preferred Qualifications (In Order of Significance):

* Prefers two (2) years of professional experience in records management, auditing, or compliance functions within juvenile justice, corrections, or a public-sector agency.

* Prefers two (2) years' experience implementing the principles and practices of public and business administration as they apply to managing records, files, and confidential documentation.

* Prefers working knowledge of state government operations, statutes, and juvenile justice procedures related to records retention, confidentiality, and court documentation.

* Prefers strong understanding of governmental accounting, program budgeting, and procurement as they relate to maintaining and supporting records office operations.

* Prefers demonstrated ability to analyze records-related administrative problems and adopt effective courses of action to ensure compliance and accuracy.

* Prefers ability to develop, implement, and evaluate records management policies, procedures, and performance standards.

* Prefers ability to exercise judgment and discretion in handling sensitive, confidential youth records and legal mandates (HIPAA, FOIA, PREA, OEIG).

* Prefers strong communication skills with the ability to collaborate with…