Public Records Supervisor

Objectives

*Target Hiring Range is $26.69-$30.02*
The incumbent will provide direct oversight of the Public Records Unit to include staff and operational workload. The incumbent is responsible for ensuring the unit’s responses to all public records and prosecutor requests comply with the Ohio Revised Code (ORC). The incumbent shall possess all the requisite knowledge, skills, and physical abilities fundamental to the positions of all subordinate members in the chain of command.

Job Standards

Candidates must have a High School Diploma or GED. A degree from an accredited college or university is desired. Must have at least two years of experience working with public records. Must have a valid Ohio driver's license and a clean criminal record.

Essential Functions

• Supervises public records specialists and related services to include, but not limited to: assigning work, planning and estimating work requirements, adjusting work assignments to accommodate staff needs, monitoring performance, training, and mentoring employees, and resolving personnel conflicts and/or unit problems;
• Completes public records specialists annual evaluations;
• Assigns and reviews the workload of direct supports to ensure compliance and accuracy with set standards, conformance to policy, and timely completion of work;
• Coordinates the activities, and schedules of the public records specialists;
• Coordinates the installation and maintenance of required equipment;
• Creates statistical data reports as required;
• Solves unit problems and manages operational challenges;
• Ensures compliance and accuracy with all necessary standards, Delaware County Sheriff’s Office (DCSO) policies, state laws, etc.;
• Meets with the Director of Public Relations on a regular basis to review programs, policies and procedures, decisions, needs, and outcomes to facilitate work group productivity;
• Participates in the hiring process of new employees;
• Coordinates the training of new employees;
• Ensures compliance with all requests for public records;
• Manages public inquiries regarding public records;
• Logs and tracks forms and records;
• Periodically checks unit members’ work product for continuous improvement and to ensure consistent accuracy;
• Serves as the primary contact with the designated civil attorney(s) from the Delaware County Prosecutor’s Office to problem-solve and obtain legal opinions for Ohio Revised Code (ORC) interpretation of unique requests with special circumstances, etc;
• Works closely with multiple DCSO units, including but not limited to property, records, patrol, investigations, communications, corrections, professional services, victim advocates and administration to ensure smooth processes and policy compliance, and collaboratively problem solving;
• Manages multiple key stakeholder relationships with local courts and prosecutor’s offices’ to ensure accurate and timely delivery of court-required records;
• May testify at trial, hearings, or grand juries;
• Required to complete basic tasks of a public records specialist.

Supplemental Information

NON-ESSENTIAL JOB FUNCTIONS:

• Performs special assignments as directed;
• Maintains professional training;
• Completes advanced public records training courses to ensure current case law/ORC changes are implemented, as needed;
• Completes appropriate supervisory training programs;
• Performs related essential and non-essential functions as needed; and,
• Any other duties as assigned by the Sheriff.

JOB REQUIREMENTS:

Physical Requirements: Incumbent performs sedentary work which may require lifting up to thirty-five (35) pounds occasionally

Physical Activity: Incumbent performs the following physical activities: climbing, stooping, reaching, walking, typing, talking, hearing and repetitive motion.

Visual Activity: Incumbent performs work where the seeing job is close to the eyes, and requires viewing a computer terminal and proofreading information.

Job Location: Incumbent is not exposed to adverse environmental conditions.

CRITICAL SKILLS/EXPERTISE:

• Expert level knowledge of Ohio Revised Code Section 149.43, including all public records rules and regulations and current case law;

• Ability to maintain confidentiality of information and records;
• Knowledge of all Office software and current redaction software;
• Ability to follow established policies and procedures;
• Ability to operate a multi-line telephone system and other standard office equipment;
• Ability to multi-task;
• Ability to follow oral and written directions;

• Ability to organize, prioritize, and plan work/tasks and to carry out programs, policies, and administrative matters;
• Ability to work independently and achieve results;
• Ability to clearly communicate with office personnel and representatives of both private and public entities;
• Ability to facilitate conflict resolution;
• Ability to apply effective supervisory skills to direct, motivate, and manage subordinate personnel;
• Knowledge of the Sheriff’s Office policies, procedures, practices, and guideline and the ability to apply themas they relate to the assigned duties;
• Ability to fulfill deadline-driven requests from multiple internal and external stakeholders;
• Ability to serve as a team player, managing unit staff and operations, while assisting other DCSO work groups as needed.

RESPONSIBILITY

The Public Records Supervisor has direct responsibility and provides supervision for three to four direct reports. Theincumbent makes decisions independently regarding day-to-day activities, following policy and procedures, including daily staffing, scheduling tasks, establishing priorities, and modifying procedures relative to operating circumstances. Theincumbent is responsible for ensuring an efficient and high-quality work product by the Unit.

PERSONAL WORK RELATIONSHIPS

Incumbent has contact with co-workers, employees in the Office, public and private sector employees, law enforcement personnel, institutional residents, and the general public.

Equal Opportunity Employer
M/F/D/V