Administrative Assistant - Records

Starting Date: Jul 1, 2026

Job Title: Administrative Assistant - Records

Wage/Hour Status: Non-Exempt

Reports to: Deputy Superintendent

Pay Grade: Clerical PG 6

Dept./School: School Leadership/ESC

Date Revised: 4/15/2026

Work Days Scheduled: 226

Position Type: Full-Time

Salary: $20.10 to $27.50 per hour

Citizenship, residency or work visa required.

Contact Information: Angie Davis, Email:

The Records Manager is responsible for coordinating and managing the day-to-day operations of the district’s records management program to ensure compliance with applicable federal and state laws, including records retention, preservation, and disposition requirements. This position implements and maintains procedures for the creation, maintenance, storage, retrieval, and destruction of district records; collaborates with departments to ensure proper records handling; and ensures the district maintains accurate, accessible, and legally compliant records to support operations, transparency, and public information requests.

In addition, this position provides high-level administrative support to district leadership, ensuring efficient office operations, communication, and coordination of key initiatives.

Education/Certification:

• High School Diploma required
• Bachelor’s degree preferred

Special Knowledge/

Skills:

• Bilingual (Spanish) required
• Professional written communication skills in Spanish
• Ability to maintain accurate and auditable records
• Ability to use a personal computer and appropriate software related to position/areas of responsibility (Google Suite, Excel, Word, PowerPoint, SIS)
• Proficient keyboarding and file maintenance skills
• Proficient math calculation skills
• Strong organizational and interpersonal skills
• Ability to meet established deadlines
• Demonstrate initiative, flexibility, and ability to manage workload and achieve results with minimal supervision
• Knowledge of the Student Information System
• Ability to maintain confidentiality of privileged and sensitive information
• Strong calendar management and scheduling skills
• Ability to prepare professional correspondence and presentations
• Ability to manage multiple priorities in a fast-paced environment
• High level of professionalism and customer service

Experience:

• Minimum of three years’ experience in an office or administrative setting requiring customer interaction and service
• Experience in records management and handling public information requests strongly preferred
• Familiar with the Texas Public Information Act, the Family Education Rights and Privacy Act (FERPA), or other governmental public information statutes

• Coordinate and manage the day-to-day operations of the district’s records management program in alignment with federal and state laws
• Implement and maintain procedures for the creation, classification, storage, retrieval, and destruction of district records
• Maintain and monitor the district’s records retention schedule in alignment with Texas State Library and Archives Commission (TSLAC) requirements
• Manage district-wide transcript request processes, ensuring compliance with TEC, TAC, and FERPA requirements, including verification, processing, and secure release of records
• Coordinate and document the lawful destruction of records in accordance with approved retention schedules
• Ensure records subject to litigation holds, audits, or investigations are identified and preserved in coordination with administration or legal counsel
• Receive, log, track, and coordinate responses to public information requests in compliance with the Texas Public Information Act
• Collaborate with departments to gather responsive records and ensure timely submission of required documentation
• Review and prepare records for release, including red actions, in compliance with FERPA and other applicable laws under the direction of administration or legal counsel
• Maintain accurate logs and documentation of all public information requests, responses, and timelines
• Coordinate the organization, maintenance, transfer, and storage of student records in compliance with FERPA and district procedures
• Process subpoenas and other legal requests…