Salary : $53,040.00 – $74,256.00 Annually
Location : Gahanna, OH
Job Type: Full Time
Job Number: 20230602a
Department: PD Patrol Administration
Opening Date: 06/06/2023
Closing Date: 6/20/2023 11:59 PM Eastern
FLSA: Exempt
Bargaining Unit: 10
Job Summary
Supports the Division of Police Records Unit: i.e.: policy/procedures and digital footprint. Identifies areas of improvement with current procedures and creates and administers plans to streamline records filing, storage, and disposal processes. Recommends revisions and improvements to the Division’s retention schedule and works with records personnel embedded within departments. Ensures the Division’s processes are open and public by providing high quality customer service to citizens through the dissemination of public information and fulfillment of public records requests. Records, transcribes, and distributes meeting minutes as required; assists in all duties of the Records Unit office.
Starting Salary Range: The starting salary is between the minimum and midpoint of the range ($53,040.00 – $63,648.00). Candidates will start at the minimum of the range unless their skills, experience, education or other factors exceed the qualifications for the position.
Essential Job Functions
- Administers the day-to-day operations of the digital records management systems; troubleshoots systems and equipment problems; isolates the cause of systems/equipment failures; escalates problems or issues to management or the appropriate vendor as needed.
- Creates and implements systems/processes for the indexing, storage, retrieval, retention, and disposal of public records in compliance with Ohio Public Records Act and Ohio Sunshine Laws; advises and assists Division units and individual members with program compliance; responds to citizen requests under the Public Records Law in a timely manner (physical and digital records and other media).
- Guides the transformation of City records management processes to address the digital movement and management of electronic records.
- Works with other City offices and the City Attorney to ensure that records are managed in a transparent, accountable and legal manner to mitigate records-related ligation risks.
- Coordinates, processes, and logs public record requests; redacts or exempts documents for confidential information; performs research from records and/or laws; assists with litigation records production.
- Processes expungements and the sealing/unsealing of records in accordance with court orders.
- Research best practices and recommends adoption of policies and procedures for records management. Stays current with all changes to Ohio Public Records Law and applicable case law.
- Advises/assists with records disposal in compliance with record retention schedule locates and identifies records; prepares records; files certificates of disposal; composes and provides annual disposal checklists for each office.
- Appropriately stores records and manages the retrieval process.
- Performs redaction processes related to Confidential Law Enforcement Investigatory Record (CLEIR) exemptions regarding what is lawfully permissible to withhold from release.
- Ensures compliance with applicable Criminal Justice Information Systems (CJIS) security requirements pertaining to the management, access, retention, and overall security of Division records
- Performs electronic redaction of incident, accident, and arrest reports as well as dashcam, Body-Worn Camera (BWC) and other video/audio footage using prescribed technology platforms.
- Assists and advises the Division’s command staff and City’s Public Information Officer in the timely production of appropriately redacted records pursuant to media requests.
- Performs other administrative support functions for the Division as required.
Minimum Qualifications
Any combination of education, training and experience as listed below which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
1. Education
Associates degree; and/or
2. Experience
Two (2) years of progressively responsible experience in local government or related field.
3. Licensure or Certification Requirements
Ohio Sunshine Law Training Certification is required within 6 months of employment.
Division-prescribed Records Management System administrator training (post-employment and once practical)
Notary Public License (or ability to obtain license) is preferred.
Knowledge, Skills, and Abilities
Knowledge of:
- Legal terminology related to area of assignment.
- Applicable federal, state, and local laws, rules, and regulations, including Ohio Public Records Law and Open Records Law, City Charter, and public body rules of procedure.
- City government organization and operations.
- Law enforcement agency operations and records management functions.
- All computer applications and hardware related to performance of the essential functions of the job.
- Internal departmental policies and procedures.
- External governmental bodies and agencies related to area of assignment.
Skill in:
- Using tact, discretion, initiative, and independent judgment within established guidelines.
- Analyzing and resolving office administrative situations and problems.
- Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
- Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate policies, procedures, rules, and regulations.
- Communicating orally and in writing with internal staff, citizens, committee/board members and other department staff in order to give and receive information in a courteous manner.
- Operation and routine maintenance of general office machines such as copiers, fax machines, and telephone systems.
- Use of computer technology to store, maintain, retrieve, and redact text, audio, video, and other electronic records.
Ability to: (Mental and Physical Abilities)
- Read and interpret documents such as municipal laws, ordinances, rules of procedure, and Civil Service rules and regulations.
- Establish and maintain effective working relationships with others.
- Understand and carry out written and oral instructions, giving close attention to detail and accuracy.
- Use correct English grammar, including spelling, punctuation, and vocabulary.
- Type at least 55 WPM with minimal errors.
- Draft and type correspondence.
- Communicate effectively with the public.
- While performing the essential functions of this job, the incumbent is regularly required to sit, see clearly; hear; read and write; walk; stand; grasp and hold objects; keyboard; and occasionally work at night, or occasionally lift objects up to 50 pounds.
Working Conditions:
- Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.
- The incumbent’s working conditions are typically moderately quiet.
- Due to working some evening hours, flexible time is permitted with approval.
Important Job Functions
- Remains current with the knowledge and understanding of Ohio Public Records Act and Ohio Sunshine Laws and best practices through various sources such as websites, journals, listserv/consultation, attendance at seminars & workshops, legislation, and court opinions.
- Oversee the Division’s requirements on confidential records; arranges for secure storage and secure shredding; advises/assists employees with compliance.
- Assists other Division members in preparing reports (e.g., Crime Analyst), analysis, quality control checks and other records-based functions.
- Provides employee training on identifying public records, the structure of the city’s records management program, and on effective records management practices.
- Represents the Division’s records function by working with local agencies to include attending meetings, conferences, workshops, and training sessions.
- Converts appropriate records to digital format, managements attachments within the Division’s Records Management System and purges records in accordance with the City’s records management schedule.
- Utilizes the Division’s Records Management System (RMS) and other Division and City technology platforms to store, categorize, maintain, retrieve, redact, and conduct overall management of Division-generated records.
- Answers phones; assists walk-in residents; interacts with the public, city employees and residents supplying information regarding the Division’s records operations.
- Performs other related duties as assigned.
The City of Gahanna offers comprehensive benefit packages including health insurance, prescription drug insurance, employer-paid dental and vision insurance, Health Savings Account contributions, life insurance, supplemental life insurance, AD&D insurance, retirement benefits, deferred compensation programs, and an Employee Assistance Program. The City also offers vacation, personal time, sick leave, paid holidays, flex time, and public service credit (when applicable). In addition, the City also offers college tuition reimbursement, employer-paid professional development, and an annual service credit. *Subject to change with collective bargaining agreement and/or salary ordinance changes.
01
Do you have at least an Associate’s Degree?
- Yes
- No
02
How many years of progressively responsible experience do you have in local government or related field?
- 0 to less than 2 years
- 2 or more years
Required Question