] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → SUPERVISOR, CENTRAL RECORDS AND REPORTING

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Supervisor, Central Records and Reporting

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Supervisor CODE: 0665 SQ/OQ: Not Applicable
WORKING TITLE: Supervisor, Central Records and Reporting GRADE: O MONTHS: 12
SUMMARY DESCRIPTION; PHYSICAL DEMANDS; AND SPECIAL REQUIREMENTS: SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction of the Director of Shared Accountability, the Supervisor of Central Records and reporting oversees the effective management, maintenance, and security of student records and the district’s document management systems for the permanent retention of records of current and former students. This role includes ensuring compliance with local, state, and federal regulations, supervising staff, and implementing best practices to enhance the efficiency of records management processes across the district. Supervises and evaluates records management staff members. PHYSICAL DEMANDS: None SPECIAL REQUIREMENTS: None
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE SKILLS ABILITIES: KNOWLEDGE, SKILLS, AND ABILITIES: Comprehensive knowledge of records management principles, practices, and applicable laws and regulations, including Family Educational Rights and Privacy Act (FERPA), Maryland records retention schedules, data privacy laws, Montgomery County Public Schools (MCPS) or public school records management practices and policies. Proficiency in electronic records management systems and related technologies. Strong leadership and supervisory skills, with the ability to inspire and develop a high-performing team. Excellent analytical, problem-solving, and decision-making skills. Strong organizational skills, with the ability to manage multiple priorities and deadlines. Excellent communication and interpersonal skills, with the ability to work effectively with diverse stakeholders.
EDUCATION, TRAINING AND EXPERIENCE; CERTIFICATE AND LICENSE REQUIREMENTS: EDUCATION, TRAINING, AND EXPERIENCE: Master’s degree in education, information management, public administration, or a related field required. At least four years of experience in records management, data management, or a related field, with at least two years in a supervisory or leadership role. Experience in an educational environment is strongly preferred. Other combinations of applicable education, training, and experience that provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.CERTIFICATE AND LICENSE REQUIREMENTS: None
OVERTIME ELIGIBLE: No

DUTIES AND RESPONSIBILITIES:

EXAMPLES OF DUTIES AND RESPONSIBILITIES:Note: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or ability associated with this classification, but is intended to accurately reflect the core job elements.)Provides leadership and strategic direction for the district's records management operations, including the creation, storage, retrieval, retention, and destruction of student and institutional records.Develops, implements, and monitors policies and procedures for records management to ensure compliance with applicable laws and regulations, such as FERPA, state records retention schedules, and data privacy standards.Collaborates with district leadership, school administrators, and other stakeholders to ensure effective records management practices districtwide.Oversees the student records lifecycle, including enrollment, transfers, withdrawals, transcript requests, and archiving of records.Ensures adherence to federal and state laws regarding the collection, maintenance, and dissemination of student information.Conducts regular audits of records management practices to maintain accuracy, completeness, and compliance.Serves as the primary liaison to internal and external auditors and legal representatives on issues related to records compliance and accessibility.Manages the district’s electronic records management systems, ensuring secure, efficient, and user-friendly access to records.Works with IT and other departments to identify and implement technology solutions for records management, including digitization initiatives and the integration of records systems with other district platforms.Provides training and support to district staff on the use of records management systems and ensure adherence to established protocols.Supervises, mentors, and evaluates records management staff, providing guidance and support to ensure high levels of performance.Develops and implements professional development opportunities to enhance staff knowledge and skills related to records management.Establishes goals and performance metrics for the records management team to ensure alignment with district priorities.Prepares and analyzes reports on records management activities, trends, and compliance issues for district leadership.Utilizes records data to support district initiatives, including student achievement analyses, enrollment projections, and equity studies.Ensures timely and efficient responses to record requests from students, families, schools, and external agencies.Develops and maintains systems to monitor and improve customer service standards within the records management office.Participates in districtwide committees and initiatives related to data, compliance, and operational efficiency.Stays informed of emerging trends and best practices in records management, data privacy, and compliance.Performs other duties as assigned by the Director of Shared Accountability or other district leaders.

This description may be changed at any time.