Program Administrator 3

What You'll Do:

Ohio Department of Public Safety

- Director's Office/Fiscal (Distribution & Inventory Services)

Report In Location:

1583 Alum Creek Drive, Columbus, Ohio 43209

Work Hours:

8 :00 a.m. - 5:00 p.m.

Within the Ohio Department of Public Safety (ODPS) Distribution & Inventory Services section, act for administrator by providing program direction & relieving superior of most difficult administrative duties pertaining to the Records Management Program:

• Plan, direct, & organize all program activities & initiatives; Identify program needs & requirements; Ensure ODPS is in compliance with applicable standards & procedures as outlined in the Ohio Revised Code (ORC); Provide program direction & communicate information to division administrators & section staff;

• Formulate & implement program policy & operational procedures (e.g., research, develop, & implement new policies, procedures & best practices; interpret state laws to ensure compliance; communicate policy updates to all stakeholders; make recommendations & modifications to facilitate end user compliance; provide technical advice to aid director in decision making);

• Develop, lead, & evaluate program-related projects; Assist Legal Services with the development, update, & instruction of records management-oriented courses for educating agency coordinators & record owners;

• Provide advice for retention periods that adequately meet the need to retain records for their administrative, legal, & fiscal value;

• Develop & lead a systematic review process of retention schedules to identify inappropriate retention periods, redundancy, & obsolescence;

• Conduct random record audits to ensure compliance with established retention schedules & appropriate documented disposal of records; Assist records staff in establishing practices for communication, documentation, & reporting the scheduled destruction of inactive records stored offsite;

• Establish priorities & supervise subordinate supervisory personnel (e.g., provide developmental opportunities & work direction, coach staff to foster development, monitor staff activities to ensure quality customer service & information technology security, evaluate performance, approve section staffing levels, recommend discipline, pre-screen applications & participate in interviews);

• Assist with overseeing the operations of the ODPS Asset Management section;

• Analyze current operations & systems for receipt, tracking inventory, & disposal of surplus property for all ODPS entities in accordance with the Department of Administrative Services (DAS) rules & regulations;

• Generate, review, analyze, & update asset reports; Assist with year-end reports & agency DAS certifications; Record, review, & approve documents for transfer, trade-in, &/or salvage of items;

• Oversee physical inventory verification requirements for all ODPS entities;

• Schedule & conduct inventory verification of ODPS entities to assure completion per state directives; Clarify & update ODPS asset inventory;

• Monitor & maintain life span information to assist with equipment replacement;

• Develop & maintain computerized systems (i.e., Business Inventory Management System (BIMS), Workflow Tracking & Follow-up System (WTFS) receiving module, Microsoft (MS) Access & Excel) & workflow processes to record & track receiving records & salvage;

• Assist with receipt, tracking & proper end-of-life disposal of federal grant assets under ODPS ownership;

• Troubleshoot & research inventory discrepancies;

• Provide training to staff & ODPS employees;

• Review ODPS Purchasing database to ensure all assets are received & entered into the computerized inventory computer system;

• Assist in maintaining surplus ODPS items for retention & re-issue;

• Review inventory summary reports, briefings, cost analysis, & special projects as assigned;

• Provide assistance to receiving, shipping, salvage, transport, & record retention areas as needed;

• Perform other related duties as assigned.

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 our Total Rewards website ! Our benefits package includes:

Medical CoverageFree Dental, Vision and Basic Life Insurance premiums after completion of eligibility periodPaid time off, including vacation, personal, sick leave and 11 paid holidays per yearChildbirth, Adoption, and Foster Care leaveEducation 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.

Qualifications

5 yrs. trg. or 5 yrs. exp. in business administration, management or public administration.

-Or completion of undergraduate core program in business administration, management or public administration; 36 mos. trg. or 36 mos. exp. in supervisory, administrative &/or managerial position.

-Or completion of undergraduate core program for academic field of study commensurate with program area to be assigned per approved Position Description on File; 36 mos. trg. or 36 mos. exp. in supervisory, administrative, managerial &/or staff position involving planning, research &/or policy/procedure development.

-Or 1 yr. exp. as Program Administrator 2, 63123.

-Or equivalent of Minimum Class Qualifications For Employment noted above.

Job Skills:

Program Management

Technical Skills:

Records Management, Program Management

Professional Skills:

Attention to Detail, Customer Focus, Decision Making, Verbal Communication