Records Management Administrator (Administrative Officer 2)

JOIN OUR TEAM!

We are transforming and saving lives at DYS!

A safer Ohio: one youth, one family and one community at a time.

About Us…

Our mission at the Ohio Department of Youth Services (DYS) is to improve Ohio's future by habilitating youth and empowering families and communities. We believe that all youth will be given an opportunity to live up to their greatest potential and staff are our greatest resource.

DYS is the juvenile corrections system for the state of Ohio. DYS is statutorily mandated to confine felony offenders, ages 10-21, who have been adjudicated and committed by one of Ohio's 88 county juvenile courts. During their stay with DYS, youth are engaged in programming that is designed to address their criminological and behavioral needs. DYS reaches thousands of youth in facilities and those on parole.

Our Guiding Principles…

• Demonstrate staff are our greatest resource
• Treat everyone with respect
• Cultivate a trauma responsive environment for staff and youth to thrive
• Provide the best support and services for youth and families
• Advance our culture of inclusion through understanding and appreciating staff and youth differences
• Commit to and encourage collaboration and continuous improvement to produce better outcomes for those we serve
• Celebrate collective successes and support one another through opportunities to improve

To learn more about DYS, please visit our website by clicking here

The Opportunity…

We are seeking a Records Management Administrator (Administrative Officer 2). Duties include but are not limited to:

• Plan and administer activities and programs of Bureau of Sentence Computation and Bureau of Records Management
• Ensure the accuracy of youths Minimum Sentence Expiration Date (MSED)
• Represent DYS in conversations with judges, prosecutors, and defense attorneys who have questions or concerns about sentence calculations and MSEDs
• Formulate, revise and direct implementation of policies and procedures
• Analyze and interpret federal and state regulations and laws to ensure program compliance. Implement new and revised laws related to youth sentencing
• Supervise Central Office Records staff and provide oversight and direction to Bureau of Sentence Computation and Bureau of Records Management (e.g., assign and review work, review and approve requests for leave, train staff, conduct staff meetings, evaluate staff performance)
• Serve as Ohio’s Administrator for community and institutional offenses and interact with facility, county, and courts regarding case status and pick-up arrangements
• Ensure accurate calculation of sentencing and perform sentence calculation in most complex situations
• Provide expert court testimony on sentence calculations
• Prepare case law analysis and summaries for Records Office
• Design and review safeguards to prevent erroneous releases
• Conduct compliance audits of facility records offices
• Responsible for accurate implementation of detainers and other sex offender classification designation
• Oversee all requests for youth records and ensure confidentiality and accurate processing of requests in a timely manner. Oversee all correspondence going to internal and external parties
• Serve as the agency Records Management Coordinator. Manage agency’s youth record repository system OnBase. Coordinate agency destruction or disposal of records as needed.
• Manage agency’s Electronic Disposition Investigating Report (eDIR) system. Provide guidance to county staff and monitor receipt of completed eDIR for all new arrivals.

What’s in it for you…

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

• Quality, affordable, and competitive medical benefits are offered through the available Ohio Med plans.

Dental, Vision and Basic Life Insurance

• Dental, vision, and basic life insurance premiums are free after completed eligibility period. Length of eligibility period is dependent on union representation.

Time Away From Work and Work/Life Balance

• Paid time off, including vacation, personal, and sick leave
• 11 paid holidays per year
• Childbirth/Adoption leave

Employee Development Funds

• The State of Ohio offers a variety of educational and professional development funding that varies based on whether you are a union-exempt employee or a union-represented employee.

Ohio Public Employees Retirement System

• OPERS is the retirement system for State of Ohio employees. The employee contributes 10% of their salary towards their retirement. The employer contributes an amount equal to 14% of the employee’s salary. Visit the OPERS website for more information.

Deferred Compensation

• The Ohio Deferred Compensation program is a 457(b) voluntary retirement savings plan. Visit the Ohio Deferred Compensation website for more information.

Ohio is a Disability Inclusion State and strives to be a Model Employer of Individuals with disabilities. The State of Ohio is committed to providing access and inclusion and reasonable accommodation in its services, activities, programs and employment opportunities in accordance with the Americans with Disabilities Act (ADA) and other applicable laws.

Completion of undergraduate core program in business or public administration or closely related area; and 6 mos. exp. in either field.

Or 30 mos. exp. in administrative, management or supervisory position.

Or equivalent of Minimum Class Qualifications For Employment noted above.

Knowledge of: management principles/techniques; supervisory principles/techniques; budgeting; public relations; agency policies & procedures relating to program area*; employee training & development; labor relations; interviewing.

Ability to: define problems, collect data, establish facts & draw valid conclusions; prepare & deliver speeches; handle sensitive telephone & face-to-face inquiries & contacts with general public & government officials; establish friendly atmosphere as manager of division. (*)Developed after employment.

Applicants must clearly indicate how they meet the minimum qualifications. Applicants are also encouraged to document any experience, education, and/or training related to the job duties of the position applying for.

All responses to the supplemental questions must be answered completely and supported by the work experience/education provided on your civil service application

The final candidate selected for this position will be required to undergo a criminal background check. Criminal convictions do not necessarily preclude an applicant from consideration for a position. An individual assessment of an applicant's prior criminal convictions will be made before excluding an applicant from consideration.

The final candidate selected for this position will be required to submit to urinalysis prior to appointment to test for illegal drug use. An applicant with a positive test will not be offered employment.