Program Administrator 2 - Office of Legal Services

Schedule: Full-time

What You'll Do:

Acts for Chief Legal Counsel by overseeing Department of Administrative Services’ (DAS) Records Retention Program:

Coordinates agency-wide records retention program (e.g., develops, implements & maintains operational policy & procedures for records retention program);

Clarifies records program legal issues with DAS legal counsel;

Acts as liaison with division records coordinators & division business managers to create, revise, rescind retention schedules, and for the destruction of records pursuant to applicable schedules;

Works with records storage facility to ensure compliance with policy & timely turnaround;

Recommends changes in program procedures to Chief Legal Counsel;

Reviews division requests for records storage;

Conducts informational & training sessions on records retention program;

Arranges for records pick-up & delivery, when necessary;

Maintains database for tracking records retention schedules utilizing Record Information Management software (RIMS).

Acts as records officer for Office of Legal Services;

Reviews & approves DAS records retention schedules & submits to State Records Office for action;

Reviews & approves requests for records destruction;

Distributes records retention law & procedure up-dates;

Researches trends in records storage (e.g., electronic media & paper).

Acts for Chief Legal Counsel by overseeing Department of Administrative Services’ (DAS) Public Records Requests:

Serves as the primary point of contact for DAS Public Records requests;

Provides guidance & expertise in compliance with the Ohio Public Records Act;

Serves as primary contact for all internal & external requests regarding public records;

Acts as liaison with division records coordinators & division business managers to determine whether DAS maintains responsive public records and to gather responsive public records for response;

Provides consultation & guidance regarding compliance with federal & state statutes and regulations regarding release of public records;

Collaborates with DAS Chief Legal Counsel to ensure responses comply with all appropriate exceptions;

Uses effective judgement to redact confidential information from public records where protected by federal or state laws;

Monitors & manages incoming requests and tracks pending responses;

Writes responses to requests;

Provides timely & efficient action on requests.

Attends meetings & trainings regarding areas of responsibilities; works on special assignments & performs other related duties as requested by manager.

Minimum Qualifications:

4 yrs. trg. or 4 yrs. exp. in business administration management science or public administration.

-OR completion of undergraduate core program in business administration, management science or public administration; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position.

-OR completion of undergraduate core program in academic field commensurate with program area to be assigned per approved Position Description on file; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position or staff position involving planning, research &/or policy/procedure development.

-OR 1 yr. exp. as Program Administrator 1, 63122.

Job Skills: Program Management, Legal Literacy, Written Communication, Oral Communication

Knowledge of:

Applicable state & federal laws, rules & regulations governing records retention & disclosure of public records*;

Agency policy & procedures*;

Employee training

Skill in:

Use of personal computer & associated hardware/software (e.g., MS Office Suite, Matrix Civil*);

Records Information Management Software (RIMS)*

Ability to:

Define problems, collect data, establish facts & draw valid conclusions;

Interpret variety of instructions in writing & oral form;

Calculate fractions, decimals & percentages;

Develop & complete routine forms (e.g., public records request and records retention documents);

Prepare meaningful, concise & accurate reports;

Use proper research methods in gathering data;

Cooperate with co-workers on group projects

Communicate concisely and accurately in writing and verbally;

Use independent judgement to manage confidential information;

Develop successful collaborative relationships at all levels within the organization.

*Developed after employment