Coordinator, Records Management

Job Description Code: 3E.020

Division/Department: Financial Management

Pay Grade: Coordinator

Pay Type: Salaried; Exempt

Retirement: TRS

Contract Work Year: 233 Days

Reports To: Chief Financial Officer

Evaluation Instrument: PEI

MINIMUM QUALIFICATIONS

Bachelor’s degree from an accredited college or university, or any equivalent combination of related education, training and/or experience, which provides the required knowledge, skills and abilities to perform the essential job functions. Completion of a certified paralegal program preferred.  Two years of progressive experience in an office management position, with preference given to those candidates with experience in a legal setting, supervisory capacity, or managerial capacity. Experience with governmental entities, public records management or legal proceedings is preferred.

GOAL

The Records Management Coordinator is responsible for organizing, maintaining, and safeguarding the School District’s records to ensure compliance with legal, regulatory, and policy requirements. This role involves developing and implementing records retention schedules, preserving documents of historical and compliance value, and overseeing the secure disposal of outdated records while promoting open and accountable public service.

REPRESENTATIVE DUTIES & RESPONSIBILITIES

• Develop and enforce comprehensive records retention schedules in alignment with legal mandates and School District policies, ensuring systematic management, secure storage, and timely disposal of outdated records to maintain compliance, efficiency, and data integrity.
• Coordinate records requirements, release and retention schedules with schools and district office.
• Work regularly with school staff to ensure clear processes and consistent practices are followed.
• Facilitate and manage Open Records Requests and legal requests for documents.
• Implement and oversee electronic and physical filing systems to ensure accurate storage, retrieval, and archiving of District records.
• Train staff on records management procedures, including proper file handling, documentation practices, and privacy guidelines.
• Audit records and recordkeeping practices to ensure compliance with internal policies and external regulations, identifying and rectifying any discrepancies or areas of risk.
• Respond to internal and external requests for records, ensuring that information release complies with confidentiality agreements and privacy laws.
• Organize, convert, and integrate files for digital conversion and storage.
• Continually develop skills in document handling, data management, and archival techniques.
• Oversee the destruction and disposal of obsolete records in accordance with the Georgia Open Records Act.
• Coordinate with IT department to ensure that electronic record systems are functioning properly and are regularly updated.
• Research and recommend new records management technologies and process improvements to enhance efficiency and ensure the district remains at the forefront of industry standards.
• Compile reports, gather statistics and develop other documentation as requested.
• Serve as a liaison between the district and state archives and records.
• Provide support to district leadership with questions or concerns regarding public records management.
• Maintain positive and professional relationships with school and central office administration, staff, external clients, and vendors to support effective communication and collaboration.
• Possess and maintain valid and appropriate license, certificate and/or credential as may be required for this position.
• Follow work scheduling and attendance requirements in a regular, predictable and punctual manner.
• Participate in training programs to increase skills and proficiency related to the assignment.
• Review current developments, literature, and technical source information related to job responsibilities.
• Ensure adherence to good safety procedures.
• Serve on system committees as requested.
• Follow federal and state laws, as well as Board policies.
• Perform other duties as assigned.

IMPORTANT NOTES

ESSENTIAL DUTIES

Job descriptions are designed and intended only to summarize the essential duties, responsibilities, qualifications, and requirements for the purpose of clarifying the general nature and scope of a position’s role as part of the overall organization. Job descriptions do not list all tasks an employee might be expected to perform, and they do not limit the right of the employer/supervisor to assign additional tasks or otherwise to modify duties to be performed – even if seemingly unrelated to the basic job. Every employee has a duty to perform all assigned tasks. (An employee who is assigned a duty or task believed to be unlawful should report the assignment to the Chief Human Resources Officer.) It should also be noted the order of duties/ responsibilities as listed in the job description is not designed or intended to rank the duties in any order of importance relative to each other. 

MINIMUM REQUIREMENTS

In filling a vacant position, preferred or required credentials regarding education, training, experience, and other bona fide occupational qualifications may be established. The credentials shown in this job description may be interpreted only as the minimum criteria existing at the time the description was developed. Other bona fide occupational qualifications and criteria may be utilized as needed in the selection process. 

Fringe Benefits

FICA is paid by the employee and matched by the School District. Temporary workers do not qualify for employee benefits.

Adopted: July 2025

Revised: