I. Title: Records & Imaging Manager

Code: MGT 222  

 II. SUMMARY

AN EMPLOYEE IN THIS CLASSIFICATION, UNDER THE SUPERVISION OF THE PROJECT MANAGEMENT COORDINATOR OR DESIGNEE, IS RESPONSIBLE FOR ESTABLISHING AND ENSURING EFFECTIVE RECORDS MANAGEMENT SYSTEMS FOR THE ENTIRE AGENCY.

 III. DUTIES

80%

Oversight of agency record requests processing and subpoena compliance activities and acts as liaison for community agencies and families regarding record requests.

Ensure representation of departmental records officers and their training on document management practices.

Develops and maintains the department’s annual budget.

Supervises, evaluates, and manages Records & Imaging staff and contractors involved with the imaging of designated agency documents.

Designates and acts as the organization’s Privacy Officer and monitors activities to ensure compliance with HIPAA, all applicable rules, regulations, laws, policies and procedures, and collective bargaining agreements.

Conducts investigations related to potential privacy breaches, documents findings, provides required notifications, develops follow-up recommendations, and corrective action plans.

Conducts privacy compliance audits by compiling and analyzing internal information and identifies privacy compliance issues requiring follow-up.

Conducts periodic organization-wide internal reviews and assessments to ensure privacy practices are followed. 

Provides privacy consultations to Board staff.
Files Privacy Breach reports with the Department of Health and Human Services Office of Civil Rights. 

Conducts organization-wide privacy and risks analysis, identifies strengths, and makes recommendations based on findings and needs. 

15%
Responsible for the development and maintenance of the organization’s records management program including organization-wide inventory, Records Taxonomy, and maintenance of the organization’s Records Retention Schedule facilitating updates as needed to ensure the Board’s needs are identified and met.

Chair of cross-departmental Privacy committee. 

Chair of cross-departmental Policy Review committee.

Chair of cross-departmental Records Officers meetings.

Designs and delivers organization-wide trainings on privacy and security requirements and best practices.

Oversight and contract management including billing approvals of document destruction and off site storage vendors.

Works on special projects and assignments, including research, gathering and summarizing data, preparing statistical reports.

Provides technical advice, assistance, and recommendations related to the purchase of office equipment and record imaging equipment.

5%

Prepares and maintains a variety of reports, records, correspondence, and other communication regarding activities of the department.

Attends a variety of meetings, conferences and seminars related to duties.

Performs other related duties as required.

May be required to orient individuals assigned to the department.

WORKING CONDITIONS
Position involves exposure to individuals with medical and behavioral risks. 

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of business office practices and procedures.

Ability to oversee and manage multiple projects while regularly maintaining outcomes and deadlines of projects.

Ability to exercise good judgment.

Skill working in a computerized environment.

Knowledge of laws related to records retention and privacy.

Effective organizational and responsive communication skills.

Ability to establish and maintain harmonious relationships.

Effective organizational skills, oral and written communication skills and interpersonal skills.

Adherence to the principles of good management practices as outlined in the “Expectations for Effective Leadership and Management Practices. “

Qualifications, Education & Experience Requirements

Bachelor’s Degree in Records Management, Business or related area required.

Two (2) years of records information management experience required. 

Digital records management experience required. (OnBase, IntelliCloud, etc.)

Certification, registration and licensure

Certification as required by Ohio Administrative Code.

Valid Driver’s license with acceptable driving record.

TRAINING

Mandatory training as required by the Board and DODD 

OTHER

Requires reliable transportation. 

Requires weekends, evenings and locations convenient for individuals and families served.

MUST BE QUALIFIED TO PERFORM ALL DUTIES AS ASSIGNED TO THIS POSITION.