Records Management Specialist

Supervise the daily activities of the district's records management program. Work closely with campus and departmental representatives to provide public information as mandated by federal and state laws and regulations. Inform district personnel of the records management program policies and procedures, to include student education records, open records requests, records retention and control schedules, and the automated records system to include document imaging information system. Adhere to federal and state laws, as well as district policies, procedures, and regulations.

Essential Functions

• Assist in the development or update of written procedures for the records management program.
• Serve as custodian of district records, including student education records, for purposes of compliance with subpoenas and requests for depositions on written questions for records.
• Promptly and diligently coordinate with and share records requests with all relevant facilities and departments, including campuses, in preparing the district's response to any requests for public information or student records.
• Provide training and assistance to central and campus staff and administrators in following the records management program policies and procedures, to include open records requests, records retention and control schedules, and the automated records management system to include document imaging information system.
• Be familiar with the different types of public information and educational records and maintain and stay current with knowledge of federal and state laws concerning public records and student educational records, as well as district policies and regulations.
• Maintain and stay current with knowledge and awareness of the automated records system, document imaging system, and industry trends, as well as current methods and technologies that relate to records management.
• Maintain the database for all permanent records (as identified by the Texas State Library and Archives Commission).
• Ensure records are stored and archived according to applicable retention schedules and legal requirements.
• Monitor access to district records and maintain proper security and confidentiality. Conduct physical inventories, review and schedule random checks of permanent records on microfilm or optical disks, as necessary, and assist in the maintenance of the centralized storage area located in the administrative building.
• Administer the records storage and destruction process of district records following established records retention schedule and requirements of the Texas State Library and Archives Commission. Complete and/or assist with the purging of records and coordinate imaging of inactive district records.
• Process requests for official district records, including maintaining log of records requests, retrieving documents, copying, and mailing records.
• Be familiar with and regularly utilize the district's records management software and/or public records solutions in a manner that keeps information current in real time.
• Maintain records of board, staff and student privacy elections for release of information.
• Process public records requests in accordance with federal and state confidentiality laws, state open records laws, and district policies, regulations and memoranda.
• Review and redact sensitive or confidential information as necessary, ensuring compliance with all applicable privacy laws (e.g., FERPA).
• Provide clear and timely responses to internal and external inquiries related to records requests.
• Maintain records of all requests and responses, tracking any and all applicable timelines and ensuring compliance with deadlines.
• Manage multiple tasks, conduct follow-up, and work under timelines while demonstrating sound judgment and discretion including the ability to maintain confidentiality.
• Assist in the coordination of disaster prevention and recovery efforts for district records.
• Compile statistical data for the department as needed.
• Provide excellent customer service to all requesters, in person, on the phone or by email.
• Attendance at the work site is required to meet essential functions of the job.
  
  

Other Responsibilities

• Participate in professional development activities as required by the district.
• Follow established safety procedures and techniques to perform job duties; support district/department goals.
• Maintain a professional code of ethics and perform other duties as assigned.
  
  

Qualifications

Bachelor's degree in business administration or a related field OR an associates degree in business administration or a related field and three (3) years of experience in governmental records management or related area OR thirty (30) hours in business courses and three (3) years of experience in governmental records management or related area; knowledge of the Texas Public Information Act, the Family Educational Rights and Privacy Act, Texas Education Agency (TEA) retention requirements and regulations set by Texas State Library and Archives Commission; familiarity with automated records system, document imaging information system and micro computer applications. Valid Texas/New Mexico driver's license; subject to the district's drug and alcohol screening policy and regulation; must be insurable by the district's auto liability insurance carrier.

Mental/Physical Demands

Maintain emotional control under stress; ability to work with frequent interruptions; prolonged use of computers and occasional prolonged and irregular hours; repetitive hand/wrist motions.

Administrator Level 302

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Required Documents

The following are the required documents that must be submitted in order to be considered for an interview. You may attach the documents to your application or bring them into the YISD Central Office located at 9600 Sims Dr., El Paso, TX 79925.

• Bachelor's degree in business administration or a related field (if applicable)
• Associates degree in business administration or a related field (if applicable)
• Valid Texas/New Mexico driver's license
  
  

For more information, please contact the HR Department at 915-434-0428.