Coordinator III – Records

Coordinator III � Records 

Reports to: Director II- Systems & Records
Pay Grade: 403
Duty Days: 239
FLSA Status: Exempt 
 
Position Purpose

Provides operational leadership, oversight, and coordination of employee records management functions. Ensures the integrity, security, and compliance of employee records and data governance practices. Leads day-to-day records operations, manages records systems and services, and supervises staff to ensure accurate, efficient, and compliant records management across the district.

ESSENTIAL JOB FUNCTIONS

Records Management & Compliance 

• Coordinates the systematic maintenance, security, and integrity of employee records. 

• Oversees creation, maintenance, digitization, and archiving of employee records. 

• Ensures compliance with district, state, and federal requirements for records management. 

• Establishes and enforces records procedures and protocols aligned with data governance standards. 

• Manages records-related audits, public information requests, and compliance reporting. 

• Ensures confidentiality and security of employee data

Program & Records Services

• Oversees delivery of employee records services, including employment verification, service record review, and employee file access. 

• Coordinates and verifies Teacher Loan Forgiveness and Public Service Loan Forgiveness forms, including certification of employment dates and service records. 

• Serves as an escalation point for complex verification and records-related issues.

Systems & Technology

• Coordinates and oversees records-related systems including Laserfiche, Munis, Frontline, Eduphoria, TabFusion, and AS400. 

• Ensures data accuracy and consistency across HRIS and document management systems. 

• Supports system enhancements, upgrades, integrations, and data cleanup initiatives. 

• Collaborates with the Systems team to improve automation, workflows, and records accessibility.

Operational Leadership

• Implements procedures and workflows aligned with Director II strategies and department goals. 

• Monitors daily operations of the Records team to ensure timeliness, accuracy, and service quality. 

• Identifies process improvement opportunities and implements solutions to improve efficiency and effectiveness. 

• Coordinates records-related projects such as digitization, backlog reduction, and modernization efforts.

• Coordinates records-related projects such as digitization, backlog reduction, and modernization efforts.

Customer Service & Collaboration

• Serves as primary contact for departments, campuses, and external agencies regarding employee records. 

• Builds collaborative relationships across multiple departments. 

• Resolves escalated issues and ensures high-quality customer service.

Safety

• 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.

Supervisory Responsibilities & Team Leadership

• Assigns work, prioritizes tasks, and ensures adherence to deadlines and service standards. 

• Trains staff on records procedures, compliance requirements, and system usage. 

• Participates in performance evaluations, coaching, and development planning.

Personal Work Relationships

• 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; builds rapport/relationship with the consumer.

• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

Other Duties as Assigned

• 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, Skills & Abilities

• Knowledge of employee records management, data governance, and compliance requirements. 

• Knowledge of HRIS and document management systems including Laserfiche, Munis, Frontline, Eduphoria, TabFusion, and AS400. 

• Knowledge of employment verification and loan forgiveness certification processes. 

• Skill in organizing, analyzing, and managing high-volume records and data. 

• Skill in identifying process improvements and implementing efficient workflows. 

• Ability to manage multiple priorities, projects, and operational demands. 

• Ability to maintain confidentiality and handle sensitive employee information. 

• Ability to communicate effectively and provide high-quality customer service.

• Ability to use software to create spreadsheets and databases.

• Ability to organize and coordinate work.

• Ability to communicate effectively, both oral and written forms.

• Ability to engage in self-evaluation with regard to performance and professional growth.

• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Travel Requirements

• Travels to school district buildings and professional meetings as required.

Physical & Mental Demands, Work Hazards

• Tools/Equipment Used:  Standard office equipment, including computer and peripherals.

• Posture:  Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.

• Motion:  Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.

• Lifting:  Occasional light lifting and carrying (less than 15 pounds).

• Environment:  Works in an office setting; may require occasional irregular and/or prolonged hours.

• Attendance:  Regular and punctual attendance at the worksite is required for this position.

• Mental Demands:  Maintains emotional control under stress; works with frequent interruptions.

Minimum Required Qualifications

• Education: 

  • Bachelor's degree in Human Resources, Information Systems or related field from an accredited college or university required;

  • Master's degree from an accredited college or university preferred.

• Certification/License: 

  • None. 

• Experience: 

  • 3 years of progressively responsible experience in employee records, HR operations, or data/records management related experience required.

  • Experience supporting compliance, audits, and data governance functions required.

  • Experience working with HRIS and document management systems required. 

  • Supervisory or lead experience preferred.

• Language: Bilingual (English/Spanish) working proficiency preferred in some settings.

This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.