Public Records Specialist

Objectives

• Target Hiring Range is $24.17-$25.14* Individual will work closely with the administrative and records divisions and will be responsible for responding in a reasonable time to all public records requests. Must keep apprised of all legislation related to Ohio Public Records laws and will ensure compliance. Individual will serve as the Sheriff Offices’ single point of contact for citizens, outside entities and internal employees that may be requesting public records.
  
  

Job Standards

Individual must have high school diploma or equivalent. Bachelor’s Degree, experience in public records and statute highly preferred. Must have a valid Ohio Driver’s License and a clean criminal record. Candidate must possess strong communication skills and embrace a highly collaborative, solution-based team approach to problem-solving and task completion. This position reports to the Public Records Supervisor.

Essential Functions

ESSENTIAL JOB FUNCTIONS:

Handles all public inquiries regarding public records

Sits on committees to review Ohio public record laws and compliance

Ensures compliance with all requests for public records

Answers and directs telephone calls

Receives, enters, files, sorts, scans, posts and maintains documents, log forms and records

Distributes information as necessary

Distributes Sheriff’s Office reports internally and to the public upon request

Picks up and delivers reports, correspondence and legal documents to local courts and agencies

Performs typing, word processing and related computer operations

Processes and distributes incoming and outgoing documents and correspondences

Completes monthly reports as necessary

Faxes and copies materials as requested

Other duties as assigned by the Sheriff or designee

Supplemental Information

• JOB REQUIREMENTS
  
  

Equipment: Ability to use the following equipment: computer and related office software, printer, copier, multi - line telephone, fax machine, and other modern office equipment necessary to perform duties.

Critical Skills/Expertise

• Expert level knowledge of Ohio Revised Code 149.43, including public records rules and regulations
• Ability to follow established policies and procedures
• Ability to establish relationships between local courts and other local government agencies;
• Ability to operate a multi-line telephone system and other standard office equipment;
• Ability to communicate effectively, both orally and in writing;
• Ability to work on multiple projects simultaneously;
• Ability to develop working rapport with Office personnel and representatives of both private and public entities and government agencies;
• 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 and at moderate speed, read, write and spell common vocabulary;
• Ability to work independently and in a group while achieving results;
• Ability to work effectively with the public, other law enforcement and government agencies;
• Knowledge of the Sheriff Office policies, procedures, practices and guidelines and the ability to apply as they relate to the assigned duties;
  
  

II. TYPICAL DUTIES CARRIED OUT

• Answers telephone calls, email requests and in-person requests related to Public Records and responds via phone/email or in-person.
• Processes local background checks, record sealings, and inmate requests from the county jail.
• Distributes Sheriff’s Office reports, CADs, 911 audio, cruiser camera, body worn camera and photos/surveillance internally, and redacts/releases to the public upon request and in accordance with Ohio Revised Code.
• Processes evidence for discovery for Delaware Common Pleas, Municipal and Juvenile Courts.
• Complies with and appears in court when issued subpoena and/or other court orders.
• Attends regular training to ensure current knowledge of public records laws changes and updates.
• Compiles monthly/yearly statistics of records released.
• Collaborates with team to develop/present training on DCSO public records for staff and citizens.
  
  

III. PHYSICAL EFFORT AND WORK ENVIRONMENT

Physical Requirements: The physical requirements of the position are identified as sedentary work, which may require the lifting of up to twenty-five (25) pounds.

Physical Activity: The physical activities of the position are typing, talking, hearing, listening, reaching and walking.

Visual Activity: The minimum visual activity of the job is close to the eyes, and requires viewing a computer terminal and proofreading information.

Job Location: The minimum work conditions for the position indicate that the individual is not exposed to adverse environmental conditions.

Full job descriptions are available on the Class Specifications page.

Equal Opportunity Employer

M/F/D/V

Delaware County offers a complete benefits package to full-time employees including: health care, Flexible Spending Account (FSA), dental care, life insurance, pension, holidays, vacation, sick leave, and deferred compensation plans.

To learn more details, visit our benefits page.