Program Administrator 2 - Office of Legal Services

Ohio; Columbus (OH); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading organization in Ohio seeks a Program Administrator to oversee the Records Retention Program and manage Public Records requests. The ideal candidate will have a strong background in public administration, legal literacy, and excellent communication skills. Responsibilities include developing policies, ensuring compliance with laws, and training staff on records management. This role offers an opportunity to contribute significantly to the agency's operations and public transparency.

Qualifications

• 4 years training or experience in business administration or public administration.
• 2 years training or experience in a supervisory or managerial position.
• Knowledge of applicable state and federal laws governing records retention.

Responsibilities

• Oversee the Department of Administrative Services’ Records Retention Program.
• Serve as the primary point of contact for DAS Public Records requests.
• Conduct training sessions on records retention program.

Skills

Program Management

Legal Literacy

Written Communication

Oral Communication

Education

Undergraduate core program in business administration, management science or public administration

Tools

Records Information Management Software (RIMS)

MS Office Suite

Job description

What You'll Do:

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

1. Coordinates agency-wide records retention program (e.g., develops, implements & maintains operational policy & procedures for records retention program);
2. Clarifies records program legal issues with DAS legal counsel;
3. 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;
4. Works with records storage facility to ensure compliance with policy & timely turnaround;
5. Recommends changes in program procedures to Chief Legal Counsel;
6. Reviews division requests for records storage;
7. Conducts informational & training sessions on records retention program;
8. Arranges for records pick-up & delivery, when necessary;
9. Maintains database for tracking records retention schedules utilizing Record Information Management software (RIMS);
10. Acts as records officer for Office of Legal Services;
11. Reviews & approves DAS records retention schedules & submits to State Records Office for action;
12. Reviews & approves requests for records destruction;
13. Distributes records retention law & procedure updates;
14. 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:

1. Serves as the primary point of contact for DAS Public Records requests;
2. Provides guidance & expertise in compliance with the Ohio Public Records Act;
3. Serves as primary contact for all internal & external requests regarding public records;
4. 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;
5. Provides consultation & guidance regarding compliance with federal & state statutes and regulations regarding release of public records;
6. Collaborates with DAS Chief Legal Counsel to ensure responses comply with all appropriate exceptions;
7. Uses effective judgement to redact confidential information from public records where protected by federal or state laws;
8. Monitors & manages incoming requests and tracks pending responses;
9. Writes responses to requests;
10. 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