Specialist – Records

Specialist I – Records

Reports to:

Director II
- Systems & Records
Pay Grade: 401
Duty Days: 239
FLSA Status:
Exempt

Performs specialized and advanced-level work in the maintenance, processing, and auditing of employee records in compliance with applicable federal, state, and District policies. Supports the District's Records Management Program by ensuring accuracy, integrity, confidentiality, and accessibility of employee records and service histories. Provides guidance and support to internal and external stakeholders regarding employee records processes.

• Compiles, reviews, and verifies employee service records for active and inactive employees using multiple data sources to ensure accurate employment history.
• Maintains, updates, and monitors employee files in accordance with District, state, and federal records management requirements.
• Analyzes records for completeness and accuracy; resolves discrepancies through research and coordination with HR, Payroll, and other departments.
• Processes and responds to records requests from internal departments, external agencies, and employees, ensuring compliance with confidentiality requirements.
• Supports implementation and adherence to records retention schedules and archival processes.
• Provides employee records services, including employment verification, service record review, and employee file access.
• Assists with Teacher Loan Forgiveness and Public Service Loan Forgiveness forms verifications, including certification of employment dates and service records.

• Utilizes District systems and databases to input, maintain, and retrieve employee records data, ensuring data integrity and accuracy.
• Performs regular audits of employee records and systems to ensure compliance with policies and regulatory requirements.
• Identifies and recommends improvements to records management systems, workflows, and processes.
• Assists with system updates, testing, and data validation activities related to employee records.
• Provides high-quality customer service to employees, departments, and external stakeholders regarding employee records inquiries.
• Serves as a subject matter resource for records processes, procedures, and requirements.
• Collaborates with internal departments to ensure timely and accurate processing of employee records transactions.
• Assists with training or guidance to staff on records management procedures and best practices.

• Ensures compliance with applicable laws and regulations governing employee records and data privacy.
• Assists with internal and external audits by preparing documentation and reports.
• Generates and analyzes reports related to employee records for leadership review.

• All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct, and work ethic.
• Demonstrates high-quality customer service and builds effective working relationships.
• Demonstrates cultural competence and promotes teamwork and collaboration.

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in the work area and promptly reports any conditions that are not immediately correctable to the supervisor.

• None.

• Performs all job-related duties as assigned and in accordance with the Board rules, policies and regulations. All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

• Knowledge of HRIS systems, data management, and systems integration.
• Knowledge of enterprise applications such as Frontline, Munis, Eduphoria, Laserfiche, and Tab Fusion.
• Knowledge of data governance, reporting practices, and compliance requirements.
• Skill in analyzing data, troubleshooting…