Coordinator, Records Management

Job Description Code: 1D.010 Division/Department: Chief of Staff Pay Grade: Coordinator Pay Type: Salaried; Exempt Retirement: TRS Contract Work Year: 233 Days Reports To: Executive Director, Legal Compliance Evaluation Instrument: PEI Minimum Qualifications Bachelor’s degree from an accredited college or university, or any equivalent combination of related education, training and/or experience, which provides the required knowledge, skills and abilities to perform the essential job functions. Completion of a certified paralegal program preferred. Two years of progressive experience in an office management position, with preference given to those candidates with experience in a legal setting, supervisory capacity, or managerial capacity. Experience with governmental entities, public records management or legal proceedings is preferred. Goal The Records Management Coordinator is responsible for organizing, maintaining, and safeguarding the School District’s records to ensure compliance with legal, regulatory, and policy requirements. This role involves developing and implementing records retention schedules, preserving documents of historical and compliance value, and overseeing the secure disposal of outdated records while promoting open and accountable public service. Representative Duties & Responsibilities Develop and enforce comprehensive records retention schedules in alignment with legal mandates and School District policies, ensuring systematic management, secure storage, and timely disposal of outdated records to maintain compliance, efficiency, and data integrity. Coordinate records requirements, release and retention schedules with schools and district office. Work regularly with school staff to ensure clear processes and consistent practices are followed. Facilitate and manage Open Records Requests and legal requests for documents. Implement and oversee electronic and physical filing systems to ensure accurate storage, retrieval, and archiving of District records. Train staff on records management procedures, including proper file handling, documentation practices, and privacy guidelines. Audit records and recordkeeping practices to ensure compliance with internal policies and external regulations, identifying and rectifying any discrepancies or areas of risk. Respond to internal and external requests for records, ensuring that information release complies with confidentiality agreements and privacy laws. Organize, convert, and integrate files for digital conversion and storage. Continually develop skills in document handling, data management, and archival techniques. Oversee the destruction and disposal of obsolete records in accordance with the Georgia Open Records Act. Coordinate with IT department to ensure that electronic record systems are functioning properly and are regularly updated. Research and recommend new records management technologies and process improvements to enhance efficiency and ensure the district remains at the forefront of industry standards. Compile reports, gather statistics and develop other documentation as requested. Serve as a liaison between the district and state archives and records. Provide support to district leadership with questions or concerns regarding public records management. Maintain positive and professional relationships with school and central office administration, staff, external clients, and vendors to support effective communication and collaboration. Possess and maintain valid and appropriate license, certificate and/or credential as may be required for this position. Follow work scheduling and attendance requirements in a regular, predictable and punctual manner. Participate in training programs to increase skills and proficiency related to the assignment. Review current developments, literature, and technical source information related to job responsibilities. Ensure adherence to good safety procedures. Serve on system committees as requested. Follow federal and state laws, as well as Board policies. Perform other duties as assigned. Fringe Benefits FICA is paid by the employee and matched by the School District. Temporary workers do not qualify for employee benefits. #J-18808-Ljbffr Cherokee County School District - GA