Records Officer (Program Administrator 1) - Office of Procurement

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

At the State of Ohio, we take care of the team that cares for Ohioans. We provide a variety of quality, competitive benefits to eligible full-time and part-time employees*. For a list of all the State of Ohio Benefits, visit our Total Rewards website! Our benefits package includes:

Medical Coverage

Free Dental, Vision and Basic Life Insurance premiums after completion of eligibility period

Paid time off, including vacation, personal, sick leave and 11 paid holidays per year

Childbirth, Adoption, and Foster Care leave

Education and Development Opportunities (Employee Development Funds, Public Service Loan Forgiveness, and more)

Public Retirement Systems (such as OPERS, STRS, SERS, and HPRS) & Optional Deferred Compensation (Ohio Deferred Compensation)

*Benefits eligibility is dependent on a number of factors. The Agency Contact listed above will be able to provide specific benefits information for this position.

The State of Ohio is a drug-free workplace which prohibits the use of marijuana (recreational marijuana/non-medical cannabis). Please note, this position may be subject to additional restrictions pursuant to the State of Ohio Drug-Free Workplace Policy (HR-39), and as outlined in the posting.

When completing your online Ohio Civil Service Application, be sure to clearly describe how you meet the qualifications outlined on this job posting.

All answers to the supplemental questions must be supported by the work experience/education provided on your civil service application.

If you require a reasonable accommodation for the application process, please email the Human Resources contact on this posting so arrangements can be made

External new hires will begin at Step 1 of the respective pay range and after a successful 6 months in the position advance to Step 2. From there step raises are given annually.

PAY RANGE (Exempt.10) STEP 1 STEP 2 STEP 3 STEP 4 STEP 5

Hourly $25.76 $27.18 $28.64 $30.30 $31.91

Annually $53,581 $56,534 $59,571 $63,024 $66,373

About The Department of Administrative Services:

The Ohio Department of Administrative Services (DAS) is the engine of state government, providing innovative solutions and supporting the efficient operation of state agencies, boards, and commissions.

DAS program areas serve out Ohio government customers, who in turn directly serve the interests of Ohioans. We help procure goods and services, deliver information technology and mail, recruit and train personnel, promote equal access to the state workforce, lease and manage office space, process payroll, print publications, and perform a variety of other services.

About The Office of Procurement Services:

The Office of Procurement Services collaborates with state, county and local government entities to provide services and award commodities and service contracts. The Office of Procurement Services is comprised of the following units\: State Purchasing, Information Technology Procurement Services, Cooperative Purchasing, Office of Procurement from Community Rehabilitation Programs, and Asset Management Services.

Ohio is a Disability Inclusion State and strives to be a model employer of individuals with disabilities. The State of Ohio is committed to providing access and inclusion and reasonable accommodation in its services, activities, programs and employment opportunities in accordance with the Americans with Disabilities Act (ADA) and other applicable laws.