Records Secretary (4935-61)

Hamilton County Government•Cincinnati, OH

6d•$43,300 - $54,100•Hybrid

About The Position

At Hamilton County Developmental Disabilities Services, we believe everyone deserves the opportunity to live a full and meaningful life. Our team makes that possible every day — and we're looking for people who want their work to matter. We are committed to building a team as diverse as the people we serve, where every member feels valued, supported, and set up to succeed. You'll thrive here if you: Are driven by purpose and find fulfillment in improving the lives of others, Communicate clearly and compassionately — in writing and in person, Want to grow within an organization that invests in its people and its community.

Requirements

High School diploma or GED required
One year of demonstrably related experience
Ability to travel within Hamilton County as needed
Must be able to pass criminal background checks, driver's abstract, and various abuser registry checks

Responsibilities

Process and manage agency records: Scan, upload, index, distribute, retain, and archive documents using agency records management systems, ensuring accuracy, proper retention, and quality standards.
Complete Random Moment Time (RMT) studies: Participate in periodic, randomly selected time studies that document how staff time is spent. Accurately record work activities to help the Agency support Medicaid reimbursement and meet required state and federal reporting requirements.
Fulfill records requests: Gather, review, track, and disseminate requested records, including sensitive and complex documents. Perform quality checks and monitor automated archiving processes.
Provide administrative support: Perform scanning, filing, data entry, document processing, meeting scheduling, mail and fax distribution, supply inventory, report preparation, and system updates. Troubleshoot and resolve document archival issues.
Provide customer and front desk support: Greet and direct visitors, manage calls and messages, assist with routine inquiries, monitor conference room activity, and accept deliveries while maintaining positive relationships with internal and external customers.
Support team operations: Respond to routine questions regarding document processing and records management and perform other related duties as assigned.
Receive, process, and archive documents.
Perform various clerical and administrative duties including completing random moment time studies, monitoring multiple email inboxes, distributing faxes, and sending Individual Service Plans (ISP) to Individuals, guardians, and providers.
Provide coverage as an in-office secretary at our Hamilton County Central Office location for one or more days a week as needed.
Process all in-office duties, respond to routine inquiries, and provide general in-office information for coworkers.
Participate in an on-call rotation, where you are covering for the receptionist.
Greet and direct visitors, notify staff of appointments, monitor conference room activity, accept deliveries, distribute mail, run the postage machine for outgoing mail, and distribute Access tickets to individuals, families, and providers.

Benefits

Competitive Pay
Starting salary is based on experience: $23.00/hr. ($43,300/yr) with no experience, up to $28.75/hr. ($54,100/yr) with 10+ years in the same role
Hourly role paid bi-weekly
36.25-hour full-time work week (7.25 hours/day)
Hybrid work-from-home options
3 weeks’ vacation accrual per year with 1 week allocated immediately upon hire
3 personal days per year
15 sick days allocated upon hire; accrues at 15 days per year after year one with unlimited accrual
Medical, Dental, and Vision coverage; HRA available for those who opt out of medical coverage
FREE medical care and prescriptions through Marathon Health
Employer-paid life insurance
Tuition reimbursement and Public Service Loan Forgiveness (PSLF) eligibility
Wellness incentives and a robust Employee Assistance Program
Ohio Public Employees' Retirement System (OPERS): 10% employee / 14% employer contribution