Coordinator IV, Compliance and Records Management - Specialized Learning

Coordinator IV, Compliance and Records Management

The Coordinator, Compliance and Records Management is responsible for overseeing the integrity, accuracy, and compliance of special education records and data systems across the district. This role ensures that all documentation, reporting, and data submissions are accurate, timely, and aligned with federal, state, and district requirements. The Coordinator establishes and maintains systems that are audit-ready at all times, ensuring consistency, precision, and reliability of records that support evaluation, service delivery, and accountability outcomes. Under the direction of the Director of Compliance, Evaluation, and Related Services, the Coordinator leads districtwide compliance monitoring and records management processes, including oversight of key reporting systems such as PEIMS, Results Driven Accountability (RDA), and other required submissions. The role is responsible for identifying and mitigating compliance risks, ensuring adherence to timelines and documentation standards, and supporting campuses and district staff through clear expectations, training, and technical assistance. The Coordinator fosters a high-performance culture grounded in accountability, data integrity, and continuous improvement, ensuring that compliance systems effectively support student services and district performance outcomes.

Essential Job Functions:

• Leads the design, implementation, and continuous improvement of districtwide compliance and records management systems to ensure accuracy, consistency, and alignment with all federal, state, and district requirements.
• Oversees and modernizes records management practices, including electronic data systems, documentation protocols, and workflows, to ensure efficient, secure, and audit-ready records at all times.
• Ensures the integrity, accuracy, and timeliness of all special education data systems and records, including alignment across evaluation, ARD, IEP, and service documentation processes.
• Monitors and analyzes compliance indicators, including ARD timelines, evaluation timelines, IEP implementation, and required data submissions, to identify risks, trends, and areas for improvement.
• Oversees the accurate and timely submission of all required federal, state, and district reports, including PEIMS, Results Driven Accountability (RDA), child count, and other compliance-mandated reporting processes.
• Establishes and maintains systems to ensure all records, documentation, and reporting processes are audit-ready at all times, proactively identifying and mitigating compliance risks.
• Leads internal monitoring processes, including file reviews, audits, and compliance checks, to ensure adherence to documentation standards, timelines, and regulatory expectations.
• Analyzes compliance and records data proactively to identify gaps, inconsistencies, and systemic issues, and develops targeted action plans to improve accuracy, efficiency, and compliance outcomes.
• Collaborates with district leadership to develop, implement, and monitor corrective action plans, ensuring timely resolution of compliance findings and sustained improvement.
• Provides clear expectations, technical assistance, and guidance to campuses and departments regarding compliance requirements, documentation standards, and corrective actions.
• Trains campus and district staff on compliance procedures, records management systems, and data integrity expectations to ensure consistent and high-quality implementation across the district.
• Participates in districtwide planning efforts to strengthen compliance systems, improve data integrity, and align processes across Specialized Learning and related departments.
• Prepares and delivers regular reports and updates to leadership regarding compliance trends, risks, data accuracy, and progress toward improvement goals.
• Serves as the primary liaison for records access, audits, and data requests, ensuring timely, accurate, and responsive communication with internal departments and external stakeholders.
• Demonstrates responsiveness and professionalism in supporting campus staff, families, and external agencies, ensuring clarity, accuracy, and timeliness in all communications related to records, compliance, and data.
• Demonstrates flexibility in scheduling and availability, including extended or adjusted work hours during peak reporting periods, audit cycles, and critical compliance timelines, to ensure timely and accurate execution of responsibilities.

Knowledge, Skills & Abilities:

• Knowledge of federal, state, and district requirements related to special education compliance, records management, data reporting, and audit expectations, including Results Driven Accountability (RDA), PEIMS, and related reporting systems.
• Knowledge of data governance, records management systems, and best practices for ensuring data accuracy, integrity, security, and consistency across large organizations.
• Knowledge of compliance monitoring systems, timelines, and indicators, including ARD timelines, evaluation timelines, IEP implementation, and required documentation standards.
• Knowledge of audit processes, file review protocols, and internal monitoring systems to ensure continuous audit readiness and risk mitigation.
• Knowledge of data systems and reporting tools used to manage, analyze, and submit large-scale data sets, including the ability to ensure one-time, accurate, and timely data submissions.
• Knowledge of data-driven decision-making, including strong data literacy to analyze compliance data, identify trends and risks, and support the development of targeted corrective actions and system improvements.
• Skill in designing, implementing, and managing records management and compliance systems that ensure accuracy, efficiency, and alignment across campuses and departments.
• Skill in monitoring data quality, identifying discrepancies, and implementing processes to ensure data integrity and reliability across multiple systems.
• Skill in managing complex reporting processes, including state and federal submissions, ensuring accuracy, completeness, and adherence to strict timelines.
• Skill in leading audit preparation, file reviews, and compliance monitoring activities, including identifying risks and ensuring timely resolution of findings.
• Skill in organizing and managing multiple high-stakes priorities, including reporting deadlines, audit cycles, and compliance timelines.
• Skill in developing and delivering training to campus and district staff on compliance requirements, records management practices, and data system usage.
• Skill in collaborating effectively with internal departments and external stakeholders to respond to data requests, audits, and compliance-related inquiries in a timely and accurate manner.
• Skill in clear and effective communication, both oral and written, including the ability to convey complex compliance requirements, data expectations, and corrective actions to a variety of stakeholders.
• Ability to establish and maintain systems that ensure records and data are accurate, timely, secure, and audit-ready at all times.
• Ability to identify systemic gaps, risks, and inefficiencies in compliance and records management processes and implement solutions that improve performance and outcomes.
• Ability to apply regulatory requirements and policies in practical settings to ensure compliance while maintaining a focus on efficiency and responsiveness.
• Ability to build and maintain strong working relationships that support collaboration, trust, and consistent implementation across campuses and departments.
• Ability to manage competing priorities in fast-paced, high-stakes environments while maintaining accuracy, attention to detail, and responsiveness.
• Ability to engage in continuous professional learning and remain current on changes in compliance requirements, data systems, and reporting expectations.

Travel Requirements:

• Travels to school district buildings, community-based sites, and professional meetings as required. Additional travel requirements might be assigned as appropriate to meet the demands of the job.

Physical & Mental Demands, Work Hazards Tools/Equipment Used:

• Standard office equipment, including computer and peripherals; standard instructional equipment.
• Posture: Moderate standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching; moderate walking.
• Lifting: Regular light lifting and carrying (less than 40 pounds); may lift and move textbooks and classroom equipment; may also be required to pick up and/or restrain students as needed; may be required to lift and transfer students to and from wheelchair or assist with positioning of students with disabilities.
• Environment: Works inside and outside (exposure to sun, heat, cold, and inclement weather); exposure to noise; may require occasional irregular and/or prolonged hours; regular districtwide travel to student homes; this position may involve rare exposure to blood or body fluids.
• Attendance: Regular and punctual attendance at the worksite is required for this position.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.
• Hazards : May be subject to adverse and hazardous working conditions, including violent and armed confrontations; ability to control sudden violent or extreme physical acts of others and exhibit rapid mental and muscular coordination simultaneously.

Minimum Required Qualifications:

• Education: Bachelor's degree required. Master's degree in Education, Special Education, Educational Leadership, or a related field preferred.
• Certification/License: Valid Texas teaching certification preferred. Valid Texas certification in Special Education preferred.
• Experience: Minimum of 3 years of experience in education, compliance, records management, data systems, or related roles required. Demonstrated experience supporting or managing compliance processes, data reporting, or records management systems aligned to federal, state, and district requirements required. Experience ensuring data accuracy, managing timelines, and maintaining documentation aligned to audit and reporting expectations required.