Coordinator – District Records

Job Title:        Coordinator � District Records                       Wage/Hour Status:  Exempt

Reports to:     Director of PEIMS, Enrollment and Records     Pay Grade: AP 5 � 226 Days

Dept./School: Student Services                                         Date Revised: July  2026     

Primary Purpose:
To oversee and manage all aspects of Records Management for the district related to planning, con-trolling, directing, organizing, training, promoting, and other managerial activities related to the life cycle of records under the guidelines of CFBISD and the Texas State Library and Archives Com-mission (TSLAC).

Qualifications:

Education/Certification:
•    Minimum of three years of successful experience in office or administrative setting requiring customer interaction and service; with increasing responsibility.  
•    Bachelor's degree required.
•    Institute of Certified Records Management Certification (CRM) preferred.
•    Records Management Basics for Local Governments (TSLAC) training required or 
willing to obtain

Special Knowledge/Skills:
•    Working knowledge of current (TSLAC) Records Retention Schedules as applied to Tex-as Public schools
•    Proficient skills in word processing, personal computer operation and high level of read-ing/analysis capability. 
•    Basic web design skills and training
•    Proficient knowledge of Texas Public Information Act (TPIA)

Preferred Experience:
•    Three years of records management experience (preferably in a school system setting)
•    Three years of school or other governmental experience

Major Responsibilities and Duties:

Records Management
1.    Maintain compliance filings with the Texas State Library and Archives Commission (TSLAC).
2.    Manage district-wide records according to Federal and state laws and district policies
3.    Work collaboratively with district departments to ensure proper records management practices are followed 
4.    Perform web design and website management for Records Management Department as needed
5.    Supervise all aspects of Records Retention for the school district in accordance with District procedures and state law
6.    Coordinate the records destruction process to identify, retrieve, and transfer documents for secured destruction as prescribed by Texas Government Code
7.    Prepare and maintain all records management compliance submissions required by TSLAC.
8.    Coordinate updates to records retention schedules and declarations of compliance. 
9.    Maintain documentation supporting district compliance with the TSLAC.
10.    Maintains Records Area for school district as well as offsite records warehouses
11.    Leads training related to records storage and retention for district departments and campuses. 
12.    Responsible for departmental budget and expenses
13.    Identify and maintain essential district records required for continuity of operations. 
14.    Coordinate protection and recovery of records following disasters or emergencies. 
15.    Participate in continuity-of-operations planning related to records preservation.
16.    Conduct compliance reviews of records management practices in departments and campuses. 
17.    Monitor adherence to district records retention schedules. 
18.    Prepare reports regarding district compliance efforts.
19.    Process Texas Public Information Act Requests as directed
20.    Process subpoenas for district records as directed.  
21.    Acts as advisor to Administration on questions related to Record Keeping and Records retention
        Compliance and Information Governance
22.    Serve as district liaison with the Texas State Library and Archives Commission (TSLAC).
23.    Maintain district compliance with the Local Government Records Act.
24.    Coordinate and maintain required compliance filings and records retention schedules.
25.    Establish and monitor legal holds.
26.    Conduct records management audits and inventories.
27.    Oversee electronic records retention and disposition.
28.    Coordinate preservation of essential records and disaster recovery planning.
29.    Develop and deliver districtwide records management training and guidance.
30.    Ensure records management practices comply with FERPA, HIPAA (where applicable), TPIA, and other state and federal confidentiality requirements.

Other
31.    Exemplify exceptional customer service skills with all stakeholders
32.    Remain current in field by reading current literature, attending professional meetings and conferences, and discussing developments and problems of mutual interest with others in the field.
33.    Participate in sta