Records Management Officer BORM ( 20017928)

State of Ohio • Columbus, OH

1d • Onsite

About The Position

This position requires considerable knowledge in records management to manage a system for records retention and disposal. Responsibilities include preparing files and documents for scanning, pulling and scanning inmate master records in response to public inquiries and requests from DRC/DPCS staff, and indexing documents stored on document imaging software (Onbase). The role also involves preparing correspondence and records for public record requests, preparing exemplification documents and certificates of inmate status, and operating microfilm and scanning equipment. The officer is responsible for inspecting the final product for quality, refilling supplies, cleaning and performing routine maintenance on equipment, and working with service representatives on repairs. Daily verification and research of inmate incarceration information using computers (RWARE, INTRA) to locate and track file locations is required. The position may function as a lead worker over clerical employees involved in records maintenance activities, train staff on procedures for maintenance and storage of records, and establish due dates for responding to requests. Additional duties include assisting staff in resolving equipment problems, responding to telephone calls, faxes, and in-person inquiries regarding printing, OnBase, or microfilm requests, handling ingoing and outgoing mail, explaining procedures, answering questions, and performing general clerical duties. The Ohio Department of Rehabilitation and Correction is a tobacco-free workplace and requires pre-employment drug testing and a criminal background investigation.

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 noted above
• Job Skills: Records Management

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 from DRC/DPCS staff
• 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
• Inspects final product to assess quality, refills and replaces supplies in machines and clean adjust and performs routine maintenance on equipment
• Work with service representatives on repairs of equipment
• Verify and research inmate incarceration information on computers daily including use of RWARE, INTRA to locate and track file locations
• May function as lead worker over clerical employees involved in records maintenance activities
• Train staff on 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 from employees regarding printing, OnBase, or microfilm requests
• Handle ingoing and outgoing mail
• Explain procedures and answer questions
• Inventory, order, supplies and stock shelves
• Perform other general clerical duties as assigned/directed by supervisor or designee

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
• Number of Employees: 101-250 employees