Records Coordinator and Administrative Assistant

Position SummaryThe Records Coordinator and Administrative Assistant plays a critical role in ensuring the efficient operation of the Ohio Secretary of State's Legal Services Division. This position provides high-level administrative support by managing non-legal tasks and coordinating division activities under the direction of the Chief Legal Counsel and Deputy Chief Legal Counsels. Key responsibilities include overseeing records management in compliance with legal and administrative guidelines and managing legal intake of public records requests and internal requests for legal services. The ideal candidate excels in organization, communication, and problem-solving, contributing to streamlined processes and enhanced service delivery within the division.Essential Duties and ResponsibilitiesRecords Management

• Develop and manage records retention schedules in compliance with legal and administrative requirements.
• Coordinate records retention and destruction processes, including vendor management for record storage and retrieval.
• Monitor and ensure compliance with records retention policies across divisions.
• Provide training to division records coordinators and manage software support for record inventory systems.
• Generate and analyze reports regarding record activity (e.g., inventory, audits, records destruction, intake).
• Work in partnership with State Archivist for proper preservation of files.Administrative Support
• Support the Chief Legal Counsel and attorneys by handling administrative tasks, such as managing the intake of public records requests, bill filings, and Board of Elections' requests for legal services, and tracking progress and completion of these activities.
• Corresponds to public records requestors either via email, telephone or general mail correspondence at the director of legal counsel Provides administrative support (meeting scheduling, document management, etc.) to members of the legal leadership team, including the office's Ballot Board Secretary and Notary Hearing Officer.
• Tracks work assignments among Legal Services Division staff, as requested by the Chief Legal Counsel or Deputy Chief Legal Counsel.
• Manage the division's subscriptions, training, supplies, and invoice review and approval.
• Handle logistics for meetings and division events, ensuring smooth communication and workflow.
• Supports the ongoing maintenance of all standard operating processes within the Legal Division.Litigation Support
• Maintain litigation files and oversee document retention, archival processes, and destruction in compliance with confidentiality standards.Unusual Working ConditionsNoneMinimum QualificationsRequired Education and Experience : Education :
• Associate's degree in business administration, legal studies, records management, or a related field.Experience :
• Minimum of 3 years of experience in administrative support, records management, or program coordination roles.
• Demonstrated experience with records retention and destruction processes in compliance with legal and administrative policies.
• Proficiency in managing budgets, invoices, and administrative procedures.
• Experience working with Microsoft 365 applications (Outlook, Excel, Teams, etc.) database management systems and generating detailed reports.Preferred Education and Experience : Education :
• Bachelor's degree in business administration, legal studies, public administration, or a related field.Experience :
• 5 years of administrative experience, with a focus on legal, governmental, or records management environments.
• Familiarity with legal terminology and processes, including litigation support and document handling.
• Advanced knowledge of electronic records management systems and relevant software, such as Lexis or RS Web.
• Previous experience in a governmental or legal services setting.Knowledge, Skills & AbilitiesKnowledge :
• Comprehensive understanding of records management principles, including retention schedules, destruction processes, and compliance with legal requirements.
• Familiarity with legal and administrative processes, including document review, litigation support, and confidentiality standards.
• Knowledge of government operations, policies, and regulations relevant to records management and administrative procedures.
• Proficiency with database systems and records inventory software (e.g., RS Web) and tools like Westlaw.
• Awareness of budget management practices, including tracking expenditures, processing invoices, and managing subscriptions or vendor relationships.Skills :
• Organizational Skills : Exceptional ability to manage multiple priorities, track project progress, and maintain detailed records accurately and efficiently.
• Communication Skills : Strong written and verbal communication skills.
• Analytical Skills : Capacity to research, analyze, and recommend improvements for administrative processes and records systems.
• Technical Skills : Proficient in Microsoft Office Suite, database management systems, and electronic file management and search / research tools.
• Interpersonal Skills : Ability to build and maintain effective working relationships with internal teams, external vendors, and stakeholders.
• Problem-Solving Skills : Adept at identifying issues and implementing solutions for administrative or records-related challenges.Abilities :
• Competence in handling sensitive and confidential information with discretion.
• Capacity to train and support staff, including records coordinators and interns, ensuring consistent adherence to policies and procedures.
• Ability to adapt to changing priorities and work in a fast-paced environment while meeting deadlines.
• Capability to draft clear, professional correspondence and reports that reflect division activities and findings.
• Strong ability to coordinate events and projects, ensuring smooth execution from planning to completion. Learn More