FIN Service Assurance Specialist (Program Administrator 1) - Office of

Schedule: Full-time

What You'll Do:

Administers Department of Administrative Services (DAS) Office of Procurement Services (OPS) records management program by:

Serving as records officer & as the primary point of contact for all public records requests;

Implementing & providing input on updates to DAS & OPS records management policies & procedures;

Ensuring OPS’ records management program conforms to applicable State of Ohio statutes, administrative rules, & DAS policies & procedures;

Being capable in the use of information systems (e.g., Records Management Information System (RIMS), OhioBuys);

Using effective judgment to access, manage, & redact confidential information from public records where protected by federal or state laws;

Maintaining & utilizing logs & databases used to track receipt/resolution of public records requests & records retention schedules;

Compiling information & completing correspondence responsive to public records requests in a timely manner pursuant to policy;

Clarifying legal issues & coordinating review of public records request responses with the DAS Office of Legal Services;

Working with contracted offsite records storage supplier(s) to request & securely store, pick-up, deliver, transport, & destroy records pursuant to the retention schedule;

Reviewing & revising OPS’ records retention schedule & submitting it to the DAS Office of Legal Services for action (e.g., review, approval, submission to State Records Office);

Ensuring that solicitation & contract-related records held at OPS’ work location are stored securely, are organized, & are readily/easily accessible

Informing OPS’ staff of current requirements of & changes to records retention laws, policies, & procedures;

Participating in projects or workgroups to provide records management & public records request guidance & expertise;

Meeting records management & public records response performance goals & expectations;

Conducting & participating in compliance audits.

Attends meetings & trainings regarding areas of responsibilities (e.g., mandatory attendance of annual Office of the Ohio Attorney General public records management training);

Works on special assignments, assists with completing reports (e.g., revenue share) & performs other related duties as assigned by manager

Minimum Qualifications:

36 mos. trg. or 36 mos. exp. in business administration, management science or public administration. If assigned to operate vehicles regulated by Section 4506.01 of Revised Code, applicants must also have valid commercial driver's license.

-Or completion of undergraduate core program in business administration, management science or public administration; 12 mos. trg. or 12 mos. exp. in supervisory, administrative &/or managerial position which involved limited research & public contact. If assigned to operate vehicles regulated by Section 4506.01 of Revised Code, applicants must also have valid commercial driver's license.

-Or completion of undergraduate core program in academic field commensurate with program area to be assigned per approved Position Description on file; 12 mos. trg. or 12 mos. exp. in supervisory, administrative, managerial &/or staff position which involved limited research & public contact. If assigned to operate vehicles regulated by Section 4506.01 of Revised Code, applicants must also have valid commercial driver's license.

-Or equivalent of Minimum Class Qualifications For Employment noted above.

Job Skills: Program Management, Records Information Management Software (RIMS), Attention To Detail

Knowledge of:

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

Agency policies & procedures*

PeopleSoft web-based application

Purchasing goods & services*

OhioBuys online procurement system*

Skill in:

Use of personal computer & associated hardware/software (e.g., MS Office Suite, OhioBuys, OAKS)*

Records Information Management Software (RIMS)*

Ability to:

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

Understand written & oral instructions & communications

Calculate fractions, decimals & percentages

Develop & complete routine forms (e.g., records retention documents & requests for stored records)

Prepare meaningful, concise & accurate reports & correspondence

Use proper research methods in gathering information (e.g., data, documents)

Cooperate with co-workers on group project

Answer routine inquiries received by telephone or by written or electronic means

Use independent judgement to manage confidential information

Develop & maintain successful collaborative relationships at all levels within the organization

*Developed after employment