Records Assistant

Records Assistant

To assist the District Records Manager in all duties, including maintaining and archiving district records.

Qualifications:

• College hours, high school diploma or GED
• Proficient working knowledge of computers, office productivity software and bookkeeping
• Excellent organization, communication and interpersonal skills
• Ability to maintain confidentiality and exercise sound judgment
• Experience working in records management and/or office environment
• Notary (preferred)

Major Responsibilities and Duties:

1. Process paper records from department and campuses for storage in the District's Records Room (DRR)
2. Work with specialized department software, student information system software, TEA's Texas Records Exchange software and online transcript order processing software
3. Knowledge of Texas State library and Archives Commission (TSLAC) rules for document retention, Family Educational Rights and Privacy Act (FERPA) rules for student records rights, and Northwest ISD record retention policy.
4. Certify and destroy records according to TSLAC and NISD regulations, processes and policies
5. Work with the Department of Family Protective Services, law enforcement officials, courts and other third-party requestors regarding student records.
6. Train campus and department record liaisons in the maintenance, retention and archiving of records.
7. Provide transcripts and/or records to former and current student through online orders, certifying official transcripts per Texas Education Agency (TEA), FERPA and Northwest ISD regulations, processes and policies.
8. Process student Verification of Graduation/Education third-party requests through online software in accordance with FERPA and Northwest ISD regulations, processes and policies.
9. Provide primary support for the document management system, including preparing records, scanning, indexing and verifying accuracy of the archived documents in all repositories.
10. Travel district-wide to campuses to train, inspect, move and assist with records and record retention.
11. Maintain confidentiality of all information and communication.
12. Provide support to District Records Manager.
13. Provide notary duties as necessary.
14. Other duties as assigned.

Supervisory Responsibilities: N/A

Equipment Used: Personal computer, typewriter, printer, copier, calculator, phone, fax machine, pallet jack, cart, ladder and rollup doors.

Working Conditions:

• Work with frequent interruptions
• Maintain emotional control under stress
• Repetitive hand motions
• Prolonged use of the computer
• Position requires frequent bending, stooping, twisting, pulling, overhead reaching, sitting, and keyboarding
• Position requires the ability to lift 50 pounds to waist high

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned, alternative methods of performing your duties, or skills that may be required.