Job Description

Title:   RECORDS MANAGER

Position Type: Exempt

Primary Function:

To plan, coordinate and supervise all aspects of division-wide records management in accordance with all legal requirements set forth by the Library of Virginia, Family Educational Records Privacy Act (FERPA), and Freedom of Information Act (FOIA).

Minimum Qualifications:

• Four-year college degree, or the equivalent operational experience, in secretarial administration, business administration, records management, or related field.
• Demonstrated experience with document imaging and a working knowledge of Library of Virginia, FOIA, and FERPA guidelines preferred.

Knowledge, Skills and Abilities:

• Ability to interpret and apply state and federal law requirements related to records management, FOIA and FERPA.
• Possess general knowledge of document imaging. 
• Monitor and report compliance to legal records retention, FOIA, FERPA, and Library of Virginia requirements. 
• Must have the ability to stand for extended periods of time; exhibit manual dexterity to use equipment; see and read printed material with or without vision aids; speak in audible tones so that others may understand clearly; physical agility to lift and carry up to 50 pounds; to bend, to stoop, to walk and to reach overhead.
• Thorough knowledge of current office practices and procedures, standard document formats and office technology.
• Overall knowledge of division and specific departmental functions.
• Ability to gather and analyze data, formulate conclusions, and prepare reports based on the data.
• Ability to interpret and apply policies and procedures.
• Ability to quickly learn procedures used to report information and maintain records.
• Ability to administer an annual operating budget.
• Ability to work independently on responsible and complicated administrative assignments.
• Familiarity with state and federal grant administration procedures.
• Effective communications skills, both written and oral.
• Works collaboratively with members of the School Board Office, school staff, families, and community members.

Performance Responsibilities:

• Oversee operation and maintenance of district records management system, including creation, receipt, storage, retrieval, and disposition of records in accordance with Library of Virginia guidelines.
• Serve as the School Board Office point of contact for processing of records requests in accordance with FERPA and FOIA requirements.
• Develop and maintain records and information management policy and procedures manuals.
• Maintain master file of Regulatory and Informational Memos, Standard Operating Procedures (SOPs) and Forms set forth by guidelines set by Commonwealth of Virginia.
• Oversee distribution of memos, forms and SOPs.
• Administrate all informational governance, including document imaging, for the division.
• Ensure Board Members, administrators and office staff receive records management training.
• Serve as deputy clerk to the School Board,
• Promote positive customer service relations with families and the community through effective communication and interaction.
• Manage SBO facility, supply and postage budget.
• "Admin Owner" of division charging accounts including Office Depot, Sam’s Club, etc.
• Assist with SBO facility requests.
• Other duties as assigned by Public Relations and Communications Officer.

Reports to:

Public Relations & Communications Officer

Terms of Employment:

Salary according to School Board Pay Plan

Evaluation:

Performance on this job will be evaluated in accordance with School Board policy and administrative regulations on evaluation of non-licensed personnel.

7/11/2023