Records secretary (4935-61)

At Hamilton County Developmental Disabilities Services, we believe everyone deserves the opportunity to live a full and meaningful life. Our team makes that possible every day — and we're looking for people who want their work to matter.

We are committed to building a team as diverse as the people we serve, where every member feels valued, supported, and set up to succeed.

You'll thrive here if you:

• Are driven by purpose and find fulfillment in improving the lives of others
• Communicate clearly and compassionately — in writing and in person
• Want to grow within an organization that invests in its people and its community

What we offer:

Competitive Pay

• Starting salary is based on experience: $23.00/hr. ($43,300/yr) with no experience, up to $28.75/hr. ($54,100/yr) with 10+ years in the same role
• Hourly role paid bi-weekly

Work-Life Balance

• 36.25-hour full-time work week (7.25 hours/day)
• Hybrid work-from-home options
• 3 weeks’ vacation accrual per year with 1 week allocated immediately upon hire
• 3 personal days per year
• 15 sick days allocated upon hire; accrues at 15 days per year after year one with unlimited accrual

Outstanding Benefits

• Medical, Dental, and Vision coverage; HRA available for those who opt out of medical coverage
• FREE medical care and prescriptions through Marathon Health
• Employer-paid life insurance
• Tuition reimbursement and Public Service Loan Forgiveness (PSLF) eligibility
• Wellness incentives and a robust Employee Assistance Program
• Ohio Public Employees' Retirement System (OPERS): 10% employee / 14% employer contribution

Records Secretary

A typical day in the life of a Records Secretary involves receiving, processing, and archiving documents. You will perform various clerical and administrative duties including completing random moment time studies, monitoring multiple email inboxes, distributing faxes, and sending Individual Service Plans (ISP) to Individuals, guardians, and providers. You will provide coverage as an in-office secretary at our Hamilton County Central Office location for one or more days a week as needed. If you are working in the office, your day will begin at 8:00 am. On these office days, you will process all in-office duties, respond to routine inquiries, and provide general in-office information for coworkers. You will also participate in an on-call rotation, where you are covering for the receptionist. You will greet and direct visitors, notify staff of appointments, monitor conference room activity, accept deliveries, distribute mail, run the postage machine for outgoing mail, and distribute Access tickets to individuals, families, and providers.

Job Duties (Summary):

• Process and manage agency records: Scan, upload, index, distribute, retain, and archive documents using agency records management systems, ensuring accuracy, proper retention, and quality standards.
• Complete Random Moment Time (RMT) studies: Participate in periodic, randomly selected time studies that document how staff time is spent. Accurately record work activities to help the Agency support Medicaid reimbursement and meet required state and federal reporting requirements.
• Fulfill records requests: Gather, review, track, and disseminate requested records, including sensitive and complex documents. Perform quality checks and monitor automated archiving processes.
• Provide administrative support: Perform scanning, filing, data entry, document processing, meeting scheduling, mail and fax distribution, supply inventory, report preparation, and system updates. Troubleshoot and resolve document archival issues.
• Provide customer and front desk support: Greet and direct visitors, manage calls and messages, assist with routine inquiries, monitor conference room activity, and accept deliveries while maintaining positive relationships with internal and external customers.
• Support team operations: Respond to routine questions regarding document processing and records management and perform other related duties as assigned.

Requirements:

• High School diploma or GED required
• One year of demonstrably related experience
• Ability to travel within Hamilton County as needed
• Must be able to pass criminal background checks [https://dodd.ohio.gov/forms-and-rules/rules-in-effect/5123-2-02], driver's abstract, and various abuser registry checks

Work Location:

Hybrid locations – work is performed both away from the office and at Hamilton County Central Campus: 1701 Patricia McCollum Way, Cincinnati, OH 45237

The flexibility to work from home is available when job duties allow.

Deadline to Apply:

Monday, October 5th, 2026, at noon ET

Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future. Hamilton County Developmental Disabilities Services offers equal employment opportunities to qualified individuals without regard to race, religion, color, national origin, age, gender, disability, sexual orientation, gender identity, gender expression, marital status, veteran status, or any other characteristic protected by law.