District Records Specialist

This position organizes and maintains a comprehensive management/retention system for student record and personnel records for the District.

SUMMARY

This position organizes and maintains a comprehensive student record management/retention system and personnel records for the District; coordinates student and personnel records management information and storage with District staff to comply with established record retention schedules.

ESSENTIAL JOB FUNCTIONS

1. Maintains a uniform comprehensive student records, personnel records and archive management system for the District in accordance with State and District policy and procedures; reviews student and staff files regularly to ensure data is accurately and uniformly recorded/retained for auditing and state retention purposes.

2. Performs daily filing of records and documents in the varied confidential personnel files; sorts, researches, and files professional development acknowledgements; prepares files for onboarding employees; archives inactive files and places files in appropriate HR holding area; assists in maintaining archived files in the HR vault; assists with maintaining files in various formats; monitors shredding schedules in compliance with record retention guidelines. Maintains both the Student Records Archive and the Human Resources Archive.

3. Works closely with Legal Department staff; accesses student and staff information in the system databases; and notifies department staff when documentation has not been properly recorded or completed. Responds to Public Records Requests as assigned.

4. Receives and prioritizes requests for records; responds on the phone or in writing to inquiries and requests for information and documentation from outside agencies; determines whether requests for records information meets District/State policy and regulation criteria; refers records requests which do not meet pre-established criteria to supervisor.

5. Prepares and responds to requests from District employees and former employees for service and assistance, in order to view their personnel file; explains and clarifies to customers the department policies and procedures, as it relates to personnel files; obtains identification.

6. Makes recommendations and assists with the improvement of office procedures, filing system, and required forms, as appropriate or as required; assists with maintaining compliance and audit preparation with District, State and Federal regulations applicable to personnel files.

8. Acts as an information resource to off-site staff to maintain school cumulative files, including information regarding security and accessibility of records and coordinating disposal of files per established retention schedule.

9 Compiles student and staff documentation; sets up files and file information; pulls files for auditors; purges student and staff records to prepare for digital records creation. Assists the district in the transition of the paper record file to electronic records for both personnel and transcript/student services records.

10 Receives transcript requests from former TPS students and government entities; searches for transcripts using multiple systems and when appropriate, releases transcripts.

11. Explains procedures and requirements, makes appointments for review of student and staff records; calms anxious students and parents per instructions of requestor, in accordance with regulations; creates official transcripts for job applications and higher education applicants.

12. Attends meetings, seminars and workshops as assigned to maintain knowledge of current developments and requirements related to student records retention/management; recommends additional or revised procedures; ensures student records information is communicated to affected parties.

1. Maintains and updates knowledge and skills necessary for success in the position and improving professional competence by participating in professional development activities and training, as required, as needed or as assigned.

2. Performs related duties as assigned, on a temporary basis.

3. Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical to

the performance of the work.

Reports to the Public Records Manager, or another assigned administrator.

Office environment; required to concentrate on detail; may be required to deal with, and defuse, if appropriate, sensitive situations and/or people; may be required to lift and carry up to 20 pounds, bend, squat, stoop, kneel, crouch, walk, twist, climb, and/or be mobile; required to move heavy boxes and material; required to repeatedly reach overhead, climb, and stand for prolonged periods of time.