Administrative Assistant - Records

Administrative Assistant - Records

The Records Manager is responsible for coordinating and managing the day-to-day operations of the district's records management program to ensure compliance with applicable federal and state laws, including records retention, preservation, and disposition requirements. This position implements and maintains procedures for the creation, maintenance, storage, retrieval, and destruction of district records; collaborates with departments to ensure proper records handling; and ensures the district maintains accurate, accessible, and legally compliant records to support operations, transparency, and public information requests. In addition, this position provides high-level administrative support to district leadership, ensuring efficient office operations, communication, and coordination of key initiatives.

Qualifications

Education/Certification:

• High School Diploma required
• Bachelor's degree preferred

Special Knowledge/Skills:

• Bilingual (Spanish) Required
• Professional written communication skills in Spanish
• Ability to maintain accurate and auditable records
• Ability to use a personal computer and appropriate software related to position/areas of responsibility (Google Suite, Excel, Word, PowerPoint, SIS)
• Proficient keyboarding and file maintenance skills
• Proficient math calculation skills
• Strong organizational and interpersonal skills
• Ability to meet established deadlines
• Demonstrate initiative, flexibility, and ability to manage workload and achieve results with minimal supervision.
• Knowledge of the Student Information System
• Ability to maintain confidentiality of privileged and sensitive information
• Strong calendar management and scheduling skills
• Ability to prepare professional correspondence and presentations
• Ability to manage multiple priorities in a fast-paced environment
• High level of professionalism and customer service

Experience:

• Minimum of three years' experience in an office or administrative setting requiring customer interaction and service
• Experience in records management and handling public information requests strongly preferred
• Familiar with the Texas Public Information Act, the Family Education Rights and Privacy Act (FERPA), or other governmental public information statutes.

Major Responsibilities and Duties

Records Management:

1. Coordinate and manage the day-to-day operations of the district's records management program in alignment with federal and state laws.
2. Implement and maintain procedures for the creation, classification, storage, retrieval, and destruction of district records.
3. Maintain and monitor the district's records retention schedule in alignment with Texas State Library and Archives Commission (TSLAC) requirements.
4. Manages district-wide transcript request processes, ensuring compliance with TEC, TAC, and FERPA requirements, including verification, processing, and secure release of records.
5. Coordinate and document the lawful destruction of records in accordance with approved retention schedules.
6. Ensure records subject to litigation holds, audits, or investigations are identified and preserved in coordination with administration or legal counsel.
7. Receive, log, track, and coordinate responses to public information requests in compliance with the Texas Public Information Act.
8. Collaborate with departments to gather responsive records and ensure timely submission of required documentation.
9. Review and prepare records for release, including redactions, in compliance with FERPA and other applicable laws under the direction of administration or legal counsel.
10. Maintain accurate logs and documentation of all public information requests, responses, and timelines.
11. Coordinate the organization, maintenance, transfer, and storage of student records in compliance with FERPA and district procedures.
12. Process subpoenas and other legal requests for records in coordination with administration and legal counsel.
13. Maintain physical and electronic records systems to ensure records are secure, organized, and accessible.
14. Retrieve and provide records to authorized individuals in a timely, accurate, and secure manner.
15. Provide guidance and support to district staff on records management procedures and escalate complex issues to appropriate leadership.
16. Maintain strict confidentiality of sensitive and privileged information at all times.

Administrative Support Responsibilities

1. Provide direct administrative support to assigned district leadership, including calendar management, scheduling meetings, and coordinating appointments
2. Prepare, proofread, and format correspondence, reports, presentations,
3. Coordinate logistics for meetings, including agendas, materials, minutes, and follow-up items
4. Serve as a point of contact for internal and external stakeholders, ensuring professional and timely communication
5. Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
6. Maintain organized filing systems (electronic and physical) for departmental records and documentation
7. Assist with tracking projects, deadlines, and action items to ensure timely completion
8. Support coordination of district events, trainings, and special projects as assigned
9. Manage incoming calls, emails, and requests, directing them appropriately and ensuring follow-through
10. Assist with purchasing, budget tracking, and processing of requisitions and invoices as needed
11. Make travel arrangements including making hotel reservations and turning in conference registration forms.
12. Perform other clerical and administrative duties as assigned to support district operations

General employee requirements:

• Quality of Work – complete assignments meeting quality standards, to include accuracy, neatness, thoroughness, and adherence to standards and safety rules
• Quantity of Work – demonstrate the ability to manage several responsibilities simultaneously, perform work in a productive and timely manner, and meet work schedules
• Work Habits – display a positive, cooperative attitude toward work assignments, working diligently to accomplish tasks assigned.
• Communication – communicate positively with others, including listening and responding appropriately, expressing ideas orally and in writing in a manner that helps build a positive climate for the organization.
• Dependability – adhere to time frames, monitor projects and exercise follow-through, be on time for meetings and appointments, and respond appropriately to instructions and procedures.
• Cooperation – work with co-workers and supervisors as a contributing team member, demonstrate consideration of and maintain rapport with others, and help others willingly.
• Initiative – seek and assume greater responsibility, monitor projects independently as required, and follow through appropriately.
• Adaptability – adjust well to any change in duties, procedures, supervisors or work environment, accept new ideas and approaches to work, and respond appropriately to constructive criticism and suggestions for work improvements.
• Judgment – effectively analyze problems, determine appropriate action for solutions, and use logical thinking to exhibit timely and decisive action.
• Attendance – attend work on a consistent basis, taking care to consider the use and number of absences in accordance with policy so that the organization is not negatively impacted.
• Punctuality – arrive at work and depart from work according to department and district requirements.

Supervisory Responsibilities: None

Equipment Used: Personal computer, printer, calculator, copier, fax machine, and shredder.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions, and maintain emotional control under stress. Repetitive hand motions, prolonged use of a computer, moderate standing, stooping, bending and lifting.

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.