Specialist I Records

Specialist I

Reports to: Director II- Systems & Records

Pay Grade: 401

Duty Days: 239

FLSA Status: Exempt

Position Purpose

Performs specialized and advanced-level work in the maintenance, processing, and auditing of employee records in compliance with applicable federal, state, and District policies. Supports the District's Records Management Program by ensuring accuracy, integrity, confidentiality, and accessibility of employee records and service histories. Provides guidance and support to internal and external stakeholders regarding employee records processes.

Essential Job Functions

• Records Management & Processing: Compiles, reviews, and verifies employee service records for active and inactive employees using multiple data sources to ensure accurate employment history. Maintains, updates, and monitors employee files in accordance with District, state, and federal records management requirements. Analyzes records for completeness and accuracy; resolves discrepancies through research and coordination with HR, Payroll, and other departments. Processes and responds to records requests from internal departments, external agencies, and employees, ensuring compliance with confidentiality requirements. Supports implementation and adherence to records retention schedules and archival processes. Provides employee records services, including employment verification, service record review, and employee file access. Assists with Teacher Loan Forgiveness and Public Service Loan Forgiveness forms verifications, including certification of employment dates and service records.
• Systems & Data Integrity: Utilizes District systems and databases to input, maintain, and retrieve employee records data, ensuring data integrity and accuracy. Performs regular audits of employee records and systems to ensure compliance with policies and regulatory requirements. Identifies and recommends improvements to records management systems, workflows, and processes. Assists with system updates, testing, and data validation activities related to employee records.
• Customer Support & Collaboration: Provides high-quality customer service to employees, departments, and external stakeholders regarding employee records inquiries. Serves as a subject matter resource for records processes, procedures, and requirements. Collaborates with internal departments to ensure timely and accurate processing of employee records transactions. Assists with training or guidance to staff on records management procedures and best practices.
• Compliance & Reporting: Ensures compliance with applicable laws and regulations governing employee records and data privacy. Assists with internal and external audits by preparing documentation and reports. Generates and analyzes reports related to employee records for leadership review.

Personal Work Relationships

All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals. Exhibits high professionalism, standards of conduct, and work ethic. Demonstrates high-quality customer service and builds effective working relationships. Demonstrates cultural competence and promotes teamwork and collaboration.

Safety

Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition. Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures. Corrects unsafe conditions in the work area and promptly reports any conditions that are not immediately correctable to the supervisor.

Supervisory Responsibilities

None.

Other Duties as Assigned

Performs all job-related duties as assigned and in accordance with the Board rules, policies and regulations. All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

Knowledge, Skills & Abilities

Knowledge of HRIS systems, data management, and systems integration. Knowledge of enterprise applications such as Frontline, Munis, Eduphoria, Laserfiche, and TabFusion. Knowledge of data governance, reporting practices, and compliance requirements. Skill in analyzing data, troubleshooting system issues, and identifying process improvements. Skill in developing reports, dashboards, and system documentation. Ability to manage multiple systems, projects, and competing priorities. Ability to communicate technical information clearly to non-technical users. Ability to maintain confidentiality and handle sensitive data. Ability to use software to create spreadsheets and databases. Ability to organize and coordinate work. Ability to communicate effectively, both oral and written forms. Ability to engage in self-evaluation with regard to performance and professional growth. Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Travel Requirements

Travels to school district buildings and professional meetings as required.

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

Standard office equipment, including computer and peripherals.

Posture:

Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.

Motion:

Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.

Lifting:

Occasional light lifting and carrying (less than 15 pounds).

Environment:

Works in an office setting; may require occasional irregular and/or prolonged hours.

Attendance:

Regular and punctual attendance at the worksite is required for this position.

Mental Demands:

Maintains emotional control under stress; works with frequent interruptions.

Minimum Required Qualifications

Education (See approved combinations of Education & Experience below) Accredited High School diploma, GED, or Texas Certificate of High School Equivalency required; Associates degree from accredited college or university in Business Administration or a related field preferred; Bachelor's degree from accredited college or university in Business Administration or a related field preferred.

Certification/License: None.

Experience: 2-6years of experience in HRIS systems required. Approved combinations: Education Experience HS/GED/TxCHSE 6 years Associate's degree in a technical field 4 years Bachelor degree in a technical field 2 years Language: Bilingual (English/Spanish) preferred in some settings. This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Fort Worth Independent School District