Correction Records Management Officer BORC(20017930)

State of Ohio • Columbus, OH

3d • Onsite

About The Position

This position requires considerable knowledge in records management to manage a system for records retention and disposal. The officer will prepare files and documents for scanning, and pull and scan inmate master records in response to public inquiries and requests from DRC/DPCS staff. Responsibilities include indexing documents stored on document imaging software (Onbase), preparing correspondence and records for public record requests, and preparing exemplification documents and certificates of inmate status. The role involves operating microfilm and scanning equipment, inspecting final products for quality, refilling supplies, cleaning and performing routine maintenance on equipment, and working with service representatives on repairs. The officer will also verify and research inmate incarceration information on computers daily, potentially function as a lead worker over clerical employees, and train staff in record maintenance and storage procedures. Additionally, the position involves establishing due dates for requests, assisting staff with equipment problems, handling incoming and outgoing mail, explaining procedures, and answering questions. Inventory, ordering, and stocking of supplies are also key duties.

Requirements

• Formal education in English & arithmetic that includes reading & writing common vocabulary & fractions, decimals & percentages
• 1 course or 3 mos. exp. in records management
• 1 course or 3 mos. exp. in public relations or business communications with emphasis on writing letters & oral communication
• Equivalent of Minimum Class Qualifications for Employment

Nice To Haves

• Experience with RWARE
• Experience with INTRA
• Experience with Onbase software
• Experience with microfilm equipment
• Experience with scanning equipment

Responsibilities

• Manage system for records retention and disposal
• Prepare files and documents for scanning
• Pull and scan inmate master records in response to public inquiries and requests
• Index documents stored on document imaging software (Onbase)
• Prepare correspondence and records in response to public record requests
• Prepare exemplification documents and certificate of inmate status
• Operate microfilm equipment (e.g., paper converter, viewer, photocopier)
• Operate scanning equipment
• Inspect the final product to assess quality
• Refill and replace supplies in machines
• Clean, adjust, and perform routine maintenance on equipment
• Work with service representatives on repairs of equipment
• Verify and research inmate incarceration information on computers daily
• Locate and track file locations using RWARE and INTRA
• Train staff in procedures for maintenance and storage of records
• Establish due dates in responding to requests
• Assist staff in resolving problems regarding equipment
• Assist staff in responding to telephone calls, faxes and in-person inquiries regarding printing, OnBase, or microfilm requests
• Handle ingoing and outgoing mail
• Explain procedures and answer questions
• Inventory, order, and stock supplies

Benefits

• 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)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED