Coordinator 2 – IT Records Management

JOB SUMMARY

Coordinates activities of the senior leader’s office to support effective coordination and collaboration. Provides support to the (department) through collecting information, communicating with stakeholders, and gathering feedback from customers on the impact of the (department) work. Executes special projects that have significant operational or organizational impact. Supports administrative staff.
 

MAJOR DUTIES & RESPONSIBILITIES

1.    Coordinates all activities of the senior leadership team and the (department), including planning, coordinating, facilitating, and managing follow-ups from meetings.
2.    Prepares communications from the senior leadership and from the (department) in response to requests for information from stakeholders including, but not limited to, the Board of Education, employee associations, employees, partner organizations, funders, media, and other public information requesters.
3.    Collects and consolidates budget, procurement, policy, performance, personnel, and other information.
4.    Regularly engages customers, clients, and end users, including through frequent school visits, to gather personal feedback on the impact of activities and needs.
5.    Executes special projects of high priority to the department and the district.
 

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

6.    Develops group and public-facing presentations incorporating information from various departments to support the advancement of departmental initiatives.
7.    Resolves issues and concerns elevated to or on behalf of individual employees, candidates, or other stakeholders.
8.    Develops and manages a unified calendar of weekly, monthly, and annual activities.
10.    Supports project management and progress monitoring activities, implementing district and procedures for project management and progress monitoring.
11.    Collaborate with team members to plan and organize meetings, workshops, and events, including scheduling, logistics, and materials preparation.
12.    Maintain and update departmental records, databases, and filing systems, ensuring confidentiality and data integrity.
13.    Performs other job-related duties as assigned.
 

EDUCATION

Typically requires a Bachelor’s degree 

*Applicants who do not meet these education qualifications may be considered if they have a unique combination of education and work experiences that indicate potential for success in this role.
 

WORK EXPERIENCE

At least 5 years working in the district/central office of a large urban school district

*Applicants who do not meet these work experience qualifications may be considered if they have a unique combination of education and work experiences that indicate potential for success in this role.
 

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

•    Administers the district’s records management program, including managing the records databases, retention, transfer, storage, retrieval, and destruction.  Manages, supervises, and participates in the development and implementation of goals, objectives, policies, procedures, and priorities of the district’s records management program to ensure compliance with legal requirements.  Establishes RIM program methodologies for the management of information in electronic and digital formats.
•    Technical Expertise: In-depth knowledge of IT records management systems, including electronic records management, data storage, and retrieval systems. Proficiency in managing the lifecycle of records from creation to disposal.
•    Develops and implements guidelines for the district’s records preservation and conversion program and management of electronic images and filmed records.  Establishes effective performance standards for production employees and quality control measurements.  Serves as primary liaison with TSLAC Records Center for microfilm conversion services and storage.
•    Develops and implements compliance monitoring systems to include audit surveys, inspections, or reviews to determine compliance with records management requirements, laws, regulations, policies and procedures.  Conducts department and school site visits and performs analysis to determine recordkeeping requirements of physical and digital records in accordance with the district’s records management program. 
•    Leadership and Management: Strong leadership skills with the ability to manage and mentor a team of IT professionals. Experience in developing and implementing strategic plans for records management.
•    Develops and conducts periodic districtwide training regarding laws, policy, procedures, and technological changes affecting records management activities.  Provides guidance to staff in the development and integration of records and information management methods and procedures into daily activities.  Communicates, markets, and promotes the RIM program throughout the district.
•    Compliance and Security: Knowledge of regulatory requirements and best practices for records management, including data privacy laws and cybersecurity measures. Ability to implement and maintain security measures to protect sensitive information.
•    Analytical Skills: Strong analytical and problem-solving skills to assess and optimize records management processes. Ability to analyze data and generate reports to support decision-making.
 

LEADERSHIP RESPONSIBILITIES

Work Leadership. Regularly provides project management or team leadership to a group of two or more employees but may not have formal supervisory responsibility. Leading and directing is restricted to monitoring work and providing guidance on escalated issues. Most of work time is spent performing many of the same duties they are leading.
 

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work is substantially complex, varied and regularly requires the selection and application of technical and detailed guidelines. Independent judgment is required to identify, select, and apply the most appropriate methods as well as interpret precedent. Position regularly makes recommendations to management on areas of significance to the department. Supervision received typically consists of providing direction on the more complex projects and new job duties and priorities.
 

BUDGET AUTHORITY

Compiles and organizes data and figures.
 

PROBLEM SOLVING

Decisions are made on both routine and non-routine matters with some latitude but are still subject to approval. Job is occasionally expected to recommend new solutions to problems and improve existing methods or generate new ideas.
 

IMPACT OF DECISIONS

Decisions have considerable impact to multiple divisions or the organization causing risks or improvements to relationships, significant efficiencies, or delays in operations, and/or significant financial gains or expenses.
Errors are serious and difficult to discover, normally involve decisions not subject to detailed review and will result in excessive costs and/or significant project delays.
 

COMMUNICATION/INTERACTIONS

Collaborate and solve problems – works with others to resolve problems, clarify or interpret complex information/policies, and provide initial screening/negotiations without approval authority. Interactions are typically with customers, senior level professional staff, and managers.
 

CUSTOMER RELATIONSHIPS

Leads others in the resolution of highly sensitive and confidential issues on behalf of the department. Acts as a trusted advisor and becomes involved in the customer's decision-making process including presenting alternatives and information and applying persuasion and negotiation skills in the resolution of problems.
Monitors customer service standards.
 

WORKING/ENVIRONMENTAL CONDITIONS

Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.

Ability to carry and/or lift less than 45 pounds.