Records Manager
- 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.
Position Type: Exempt
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.
Revised: 7/11/2023