Program Administrator 2 - Office of Legal Services
Program Administrator 2 - Office of Legal Services
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Job Description
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.
What Youll 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.
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 Legal Services:
The Office of Legal Services supports the mission of the Ohio Department of Administrative Services by providing services to advance and protect the legal responsibilities and rights of the department through the development of solutions designed to minimize legal liabilities.
Full legal services are provided and include assisting the Ohio Attorney General in trial preparation and discovery advising on administrative rules and statutory requirements and providing recommendations on procurement construction management labor and human resources matters.
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
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.
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 ourTotal 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.
- 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
Required Experience:
Unclear Seniority
Employment Type
Full-Time
