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 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.

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