Position: Office Administrator
Assignment: Records Management Facilitator
Wage/Hour Status: Non-Exempt
Reports to: Manager of Information Services
Pay Grade: AS250/230 days
Dept./School: Technical Information Services
Date Revised: Spring 2025
Primary Purpose:
Responsible for handling of District records, scanning, issues, and retention.
Qualifications:
Minimum Education/Certification:
Special Knowledge/Skills/Experience:
- Two years of related experience
- Knowledge of Texas state records retention requirements for school districts
- Familiar with enterprise content management systems (e.g. Laserfiche, PaperVision)
- Highly skilled at working with large amounts of data in various formats (e.g. delimited text file, fixed width text file, Excel spreadsheet)
- Possesses a strong attention to detail
- Capable of providing Texas state records retention instruction and support to campus and district staff
- Skilled at creating instructional materials
- Possesses a strong customer service focus
- Possesses a positive attitude
Major Responsibilities and Duties:
- Ensure the timely and accurate processing of records both to and from offsite storage (e.g., SafeSite)
- Digital scanning of district documents into enterprise content management systems (e.g., Laserfiche, Paper Vision)
- Responsible for working with appropriate campus and department staff to properly document records for storage
- Responsible for monitoring district records inventory for retention policy compliance
- Utilize strong understanding of the records retention policies for Texas public schools to make process recommendations
- Report software problems to the vendor
- Ensure software applications are updated to comply with changes to state and federal records management requirements
- Participate in regional and state user groups, meetings, and training events to stay current on state and federal records management requirements
- Handle documents containing confidential and/or sensitive information
- Organize and catalog files
- Responsible for the successful and timely resolution of assigned support tickets
- Comply with policies established by federal and state law, State Board of Education rule and local board policy
- Perform other duties as assigned
- Model lifelong learning
- Ensure learning is based on defined standards
- Create an environment optimal for learning
- Ensure that learners are actively engaged in meaningful and relevant work
- Embrace innovation with a flexible, relevant, and solution-oriented mindset
- Have a mind for practicing efficient use of resources
- Use resources in an effective and efficient way that serves others
- Create safe and inclusive opportunities
- Nurture each learner as an individual and as a citizen of the community
- Seek and encourage talent development
- Collaborate, communicate, and persevere
- Engage in work that directly and indirectly creates positive experiences for learners
- Go above and beyond to serve
- Seek out accurate information to represent my profession
- Communicate with all stakeholders to understand diverse perspectives
- Actively involve community partner in campus and district initiatives
Mental Demands/Physical Demands/Environmental Factors:
- Standard office equipment including personal computer and peripherals
- Prolonged sitting; occasional bending/stooping, pushing/pulling, twisting, climbing, reaching
- Standing, walking, hearing, seeing, speaking.
- Repetitive hand motions, frequent keyboarding, and use of mouse
- Occasional light lifting and carrying (under 15 pounds)
- Maintain emotional control under stress. Occasional district-wide and statewide travel; occasional prolonged and irregular hours.
OTHER: All employees are to follow district safety protocols and emergency procedures.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. This position is an in-person job and is to be performed at the location specified. It does not qualify for remote work or work from home status.