Job Description

Careers at DPH: Work that makes a difference!
Embracing Service, Inspiring Innovation, Promoting Teamwork, Pursuing Excellence, and Advancing Equity
This role serves as the Agency Public Records Officer and subject matter expert for DPH records management and will plan, coordinate, and perform complex administrative and business management activities and other special projects as directed. Will perform or supervise the performance of activities related to records management, personnel management, procurement, supply services, and/or auxiliary services. Acts as a liaison with electronic health records (EHR) teams for effective management of health records (paper and electronic) in compliance with applicable state and federal laws.
Under administrative direction of the agency's Compliance Officer, formulates and administers comprehensive administrative policies and procedures. Assists all program areas in the application of records management policies, procedures and techniques, including filing systems, indexing, central records storage, retrieval, and disposition. Assists with drafting and revising records retention schedules, policies, procedures and manuals for records management, records imaging, vital records protection and preservation and disaster preparedness. Provides training and technical assistance to agency staff regarding records retention and document management.
Keeps informed regarding pending legal, regulatory or industry changes, trends, and best practices and assesses the potential impact of these changes on organizational processes. As needed, assists with drafting, reviewing, revising, and ensuring the accuracy and proper content, form, and grammar of Compliance Office documents and forms. Maintain files in an organized manner and pursuant to established file protocols using both paper and electronic filing systems. Performs other duties as needed and/or assigned.
Confidentiality is required. May require some day trips and overnight travel throughout South Carolina.
State Minimum Requirements: A high school diploma and relevant experience in business management, public administration or administrative services. A bachelor's degree may be substituted for required work experience.
Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.
Agency Additional Requirements: Valid SC driver's license is required.
Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.
An associate's degree in records management, public or business administration, administrative services, or related field is highly desirable. A bachelor's degree in public or business administration, administrative services, or related field is highly desirable or the Certified Records Manager designation through the Institute of Certified Records Managers is preferred.
Knowledge of agency policies, procedures, rules, regulations and program services. Knowledge of rules, laws, and regulations governing records management for state agencies. Knowledge of modern office practices, records filing systems, equipment and practices. Ability to use judgment and initiative. Ability to coordinate diverse administrative/management functions. Ability to establish and maintain effective working relationships. Ability to plan, organize and supervise the work of subordinate personnel in other programs. Ability to analyze and interpret complex system requirements. Ability to communicate clearly and concisely both verbally and in writing. Ability to change focus and easily move from one project to the next as priorities change. Applicant must possess excellent customer service skills and interact effectively with people of varied backgrounds including members of the public, agency personnel, consultants, and other professionals. Must be able to work independently with minimal supervision as well as part of a team pursuant to the guidelines set for by the DPH Compliance Office and the S.C. Department of Archives and History. Must be able to effectively plan, organize, and prioritize work activities to meet schedules and deadlines with limited supervision. Ability to use relevant information and individual judgment to determine whether events or processes comply with records management laws, regulations, policies, or standards. Ability to analyze data and information in making decisions and solving problems. Must be proficient with the use of Microsoft Office programs such as Outlook, Word, Excel, PowerPoint, & Teams and familiar with document management software applications.
EEO: The Department of Public Health is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability, or genetic information.
REASONABLE ACCOMMODATION: Applicants needing accommodation for medical reasons or a sincerely held religious belief may submit a request for accommodation. A reasonable accommodation may be granted if it doesn't impose an undue hardship or pose a direct threat to the health and safety of others.
STATE DISASTER PLAN: In accordance with the State's Disaster Plan, which includes hazardous weather, Department of Public Health employees may be required to work in times of an emergency or disaster.
DRIVING RECORD: If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant, being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.
The South Carolina Department of Public Health offers an exceptional benefits package for FTE positions that includes:

• 15 days Annual (Vacation) Leave per year
• 15 days Sick Leave per year
• 13 Paid Holidays
• Paid Parental Leave
• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click

for additional information. * S.C. Deferred Compensation Program available

• Retirement benefit choices *

• State Retirement Plan
• State Optional Retirement Program

*Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.
HYBRID WORK: The option to work partially remote or adjusted work hours may be available after 12 months of employment for approved positions.

Skills Required