RRD - Processing Clerks - Duties and Responsibilities

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This is the Document Release Information
Article Number: 7CAV-DR-068
Scope: RRD - Processing Clerks - Duties and Responsibilities
Version: 1.16
Effective Date: 05JAN2025
Last Modified Date: 01APR2026
Approving Authority: RRD HQ
Point of Contact: RRD HQ



Mission

The Senior and Lead Processing Clerk, Enlistment Processing Clerks, and Re-Enlistment Processing Clerk play crucial roles in the efficient handling of recruitment data within RRD. The Processing Clerk ensures that welcome letters are sent, supervises the training of new clerks, and manages the accuracy of the RRD Tracker, while also submitting monthly reports. The Enlistment Clerks are responsible for processing Enlistments within 48 hours and Re-Enlistment Processing Clerks are responsible for processing re-enlistments within 48 hours, updating the RRD Tracker with relevant information, and ensuring timely follow-up to prevent delays. Collectively, their mission is to maintain a smooth, efficient process for acquiring and managing recruitment data, ensuring clear communication across all stages of enlistment and re-enlistment.

Quotas

To ensure participation across the entire department, and measure staffing needs, a minimum weekly processing requirement may be implemented. This number can and will vary depending on workload, strength of personnel, or other departmental needs. RRD HQ will have final authority on when, if, and at what value the minimum quota will be set. Quotas will be discussed periodically between RRD HQ and Lead Processing staff to determine use case scenarios.

Lead Processing Clerk

  • Reports to RRD HQ
  • Maintain necessary manpower within RRD Processing sub-department. This includes posting Processor position openings, announcements, and changes.
  • Ensure sent Welcome Letters meet guidelines (48 hour Deadline!), Name SOP is followed, and potential dual-clanning is addressed.
  • Approval authority for new applicant names
  • Enforce weekly processing quotas (if applicable)
  • Process incoming and outgoing PAFs regarding personnel changes
  • ICS and train new RRD Processors within 14 days of assignment.
  • Supervise and conduct training of Processing Clerk ITs
  • Supervise and conduct training of new Re-Enlistment Processing Clerks
  • Supervise all Processing Clerks in the performance of their duties
  • Ensure that Welcome Letters are being sent out and responded to within established guidelines
  • Ensure that the RRD Tracker is being filled out and quality check the inputs onto the tracker
  • Update and manage the RRD Tracker to maximize the acquisition of recruitment information
  • Issue disciplinary action to Processing Clerks

Senior Processing Clerk

  • Reports to Lead Processing Clerk
  • Ensure sent Welcome Letters meet guidelines (48 hour Deadline!), Name SOP is followed, and potential dual-clanning is addressed.
  • Approval authority for new applicant names
  • Enforce weekly processing quotas (if applicable)
  • ICS and train new RRD Processors within 14 days of assignment.
  • Supervise and conduct training of Processing Clerk ITs
  • Supervise and conduct training of new Re-Enlistment Processing Clerks
  • Supervise all Processing Clerks in the performance of their duties
  • Ensure that Welcome Letters are being sent out and responded to within established guidelines
  • Ensure that the RRD Tracker is being filled out and quality check the inputs onto the tracker
  • Update and manage the RRD Tracker to maximize the acquisition of recruitment information
  • Input Re-enlistment data in RRD Tracker.

Processing Clerks

  • Reports to Lead/Senior Processing Clerk
  • Fulfill weekly quota requirements (if applicable)
  • Begin processing enlistments within 48 hours of application receipt
  • Add enlistment information onto the RRD Tracker immediately upon Welcome Letter submission
  • Respond to replies inside the Welcome Letter within 24 hours of receipt
  • Identify and resolve any discrepancies for applicants within the Welcome Letter
  • Update enlistment information on both the RRD Tracker and the application itself
  • Approve or deny applications in accordance with established protocols

Re-Enlistment Processing Clerks

  • Reports to Lead/Senior Processing Clerk
  • Work directly with the Recruitment Oversight Office (ROO)
  • Begin processing re-enlistments within 48 hours of receipt
  • Add re-enlistment information onto the RRD Tracker immediately upon Welcome Letter submission
  • Respond to replies inside the Welcome Letter within 24 hours of receipt
  • Identify and resolve any discrepancies for applicants within the Welcome Letter
  • Update re-enlistment information on both the RRD Tracker and the application itself
  • Finalize application approvals/denials under ROO authority
  • Assign Troopers to unit or RTC based on established guidelines
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