Public Records Specialist

Target hiring range is $24.17–$25.14 per hour.

About the role

Individual will work closely with the administrative and records divisions and serve as the Sheriff’s Office single point of contact for citizens, outside entities, and internal employees requesting public records. Must keep apprised of all legislation related to Ohio Public Records laws and ensure compliance. This position reports to the Public Records Supervisor.

Requirements

• High school diploma or equivalent (Bachelor’s Degree, experience in public records, and knowledge of statutes highly preferred)
• Valid Ohio Driver’s License and clean criminal record
• Expert-level knowledge of Ohio Revised Code 149.43, including public records rules and regulations
• Strong communication skills and ability to embrace a collaborative, solution-based team approach

Responsibilities

• Handle all public inquiries regarding public records
• Serve on committees to review Ohio public record laws and compliance
• Ensure compliance with all requests for public records
• Answer and direct telephone calls, email requests, and in-person requests related to public records
• Receive, enter, file, sort, scan, post, and maintain documents, log forms, and records
• Distribute information, Sheriff’s Office reports, CADs, 911 audio, cruiser camera, body-worn camera footage, and photos/surveillance internally and to the public upon request, including redaction as required by Ohio Revised Code
• Process local background checks, record sealings, and inmate requests from the county jail
• Process evidence for discovery for Delaware Common Pleas, Municipal, and Juvenile Courts
• Comply with and appear in court when issued subpoenas or other court orders
• Attend regular training to maintain current knowledge of public records laws
• Compile monthly and yearly statistics of records released
• Collaborate with the team to develop and present training on DCSO public records for staff and citizens
• Perform typing, word processing, and related computer operations
• Process and distribute incoming and outgoing documents and correspondence
• Complete monthly reports as necessary
• Operate office equipment including multi-line telephone systems, fax machines, copiers, and printers
• Other duties as assigned by the Sheriff or designee

Skills

• Ability to follow established policies and procedures
• Ability to establish relationships with local courts and other government agencies
• Ability to operate a multi-line telephone system and standard office equipment
• Strong oral and written communication skills
• Ability to work on multiple projects simultaneously
• Ability to develop rapport with personnel and representatives of private and public entities
• Ability to follow oral and written directions
• Ability to maintain confidentiality of information and records
• Ability to organize, prioritize, and plan work/tasks with co-workers
• Ability to transcribe information, type accurately at moderate speed, and use common vocabulary
• Ability to work independently and in a group to achieve results
• Knowledge of Sheriff’s Office policies, procedures, practices, and guidelines

Physical Requirements

• Sedentary work, occasionally lifting up to 25 pounds
• Physical activities include typing, talking, hearing, listening, reaching, and walking
• Visual activities include close work such as viewing a computer terminal and proofreading information
• Work environment is indoors without exposure to adverse conditions