Records Specialist

TITLE: Records Specialist STATUS: Non-Exempt REPORTS TO: Sr. Executive Director of Information Systems TERMS: 214 Days DEPARTMENT: Information Systems PAY GRADE: CL6 PRIMARY FUNCTION Support the district's information management functions by maintaining accurate student and employee records,

ensuring

compliance

with

state

and

federal

regulations,

and

assisting

with

data

entry,

reporting,

and

archival

processes

within

the

district's

information

systems. QUALIFICATIONS Education/Certification: High school diploma or GED Special Knowledge/Skills: Strong attention to detail and data accuracy Knowledge of FERPA and state record retention laws Proficient in Microsoft Office and database applications Experience with student or enterprise information systems preferred Ability to handle confidential information responsibly Strong communication, organizational, and time management skills Experience: Minimum of 3 years of experience in records management, clerical support, or data entry (school district experience

preferred) EVALUATION Performance will be evaluated annually in accordance with provision of the Board's policy on evaluation of personnel.

ESSENTIAL JOB FUNCTIONS: 1.

Maintain

accurate

student,

staff,

and

district

records

in

digital

and

physical

formats.

2.

Verify

and

update

data

in

the

Student

Information

System

and

related

databases.

3.

Process

records

requests

and

ensure

compliance

with

FERPA

and

retention

policies.

4.

Conduct

end-to-end

testing

of

the

district's

Online

Enrollment

/

Annual

Student

Update

forms

prior

to

public

release

for

new

and

returning

student

registration.

Page | 1

5.

Process

legal

requests

for

records,

including

subpoenas,

court

orders,

and

child

welfare

or

agency

requests,

under

proper

administrative

oversight.

6.

Run

routine

data-validation

checks

to

identify

and

correct

discrepancies

prior

to

state

reporting

deadlines.

7.

Assist

with

audits,

reports,

and

data

verification

for

state

submissions.

8.

Assist

PEIMS

department

with

the

extraction

of

data

for

district,

state,

and

federal

accountability

requirements.

9.

Provide

administrative

support

during

peak

registration

seasons,

enrollment

events,

and

start/end-of-year

rollovers.

10.

Support

document

imaging,

storage,

and

secure

destruction

of

outdated

records.

11.

Communicate

with

campuses

and

departments

to

resolve

record

or

data

issues.

12.

Provide

clerical

support

for

departmental

projects

and

system

updates.

13.

Serve

as

the

primary

point

of

contact

for

parents,

former

students,

staff,

and

external

agencies

inquiring

about

academic

records

and

enrollment.

14.

Coordinate

with

campus

administrators

and

staff

to

establish,

communicate,

and

enforce

interim

progress

report

(IPR)

and

report

card

deadlines

for

elementary

grade

levels.

15.

Facilitate

elementary

mark

reporting

workflows,

including

setup,

tracking,

and

locking

of

standards-based

competency

marks

and

traditional

numeric/alphabetic

marks.

16.

Configure

grade

distribution

settings

for

parent

access

platforms

(e.g.,

Home

Access

Center/Parent

Portal)

17.

Adhere

to

professional

and

ethical

standards,

in

accordance

with

generally

accepted

community

standards

and

the

Texas

Education

Agency

Code

of

Ethics.

18.

Develop

needed

professional

skills

appropriate

to

job

performance.

19.

Maintain

confidentiality.

20.

Reliable

attendance

and

punctuality.

21.

Follow

district

safety

protocols

and

emergency

procedures.

22.

Participate

in

staff

development

activities

to

improve

job-related

skills.

23.

Attend

and

participate

in

staff

meetings

and

serve

on

staff

committees

as

required.

24.

Comply

with

policies

established

by

federal

and

state

law,

State

Board

of

Education

rule,

and

local

board

policy.

25.

Perform

other

duties

as

assigned

by

supervisor

and

the

Superintendent

of

Schools. WORK ENVIRONMENT Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 25 pounds) Mental Demands: Work with frequent interruptions; maintain emotional control under stress Environment: Indoors including but not limited to: classroom, cafeteria, library, or other campus location. Outdoors

(exposure

to

sun,

heat,

cold,

and

inclement

weather).

Exposure

to

noise.

May

work

prolonged

or

irregular

hours.

A

remote

location

in

the

event

of

a

declared

emergency,

temporary

closure,

or

closure.

Personal

Protective

Equipment

may

be

required.

Page | 2 The above statements are intended to describe major job functions of this position and are not intended to represent

an

exhaustive

list

of

all

responsibilities,

duties,

and

skills

required.

The

Superintendent

or

designee

may

assign

additional

duties

when

deemed

appropriate. Special Funding: If my position is funded by grants, federal funding, or other special funding, I understand that

my

employment

is

expressly

conditioned

on

the

availability

of

full

funding

for

the

position.

If

full

funding

becomes

unavailable

my

employment

is

subject

to

termination

or

non-renewal,

as

applicable. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements

listed

to

the

job

description

are

representative

of

the

knowledge,

skills,

ability,

and

physical

demands

required.

Reasonable

accommodations

may

be

made

to

enable

individuals

with

disabilities

to

perform

the

essential

job

functions. ____ _____

Employee

Signature

Date

Page | 3