] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → SUPERVISOR, STUDENT RECORDS MANAGEMENT

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Supervisor, Student Records Management

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Records Mgmt Supervisor CODE: 0710 SQ/OQ: Not Applicable
WORKING TITLE: Supervisor, Student Records Management GRADE: H MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, is responsible for maintenance of the MCPS Student Records Management Program. Work of the class involves responsibility for the management of the records management program for the permanent retention of records of former students. The employee maintains a description of the student records management program, including the MSDE Student Records System, in all of its manual and electronic aspects;; manages large projects involving thousands of student records; trains school staff on student record keeping requirements; supervises a staff of records personnel; advises staff in MCPS departments and offices on the proper maintenance and destruction of records;; analyzes records in response to Board and administrators' inquiries. An employee in this class is responsible for exercising considerable initiative and judgment in planning work details and carrying out general assignments.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of student records systems or other comparable records systems in complex organizations and of the implementation of a student records system in a school setting. Familiarity with MCPS and MSDE records requirements and procedures. Knowledge of MCPS procedures and the organization of the school system. Knowledge of data base management. Ability to supervise staff handling a large number of records. Ability to manage large projects with system wide implications. Ability to evaluate techniques and technology to ensure the most effective and efficient way to manage records. Ability to work with MCPS staff as well as state and federal officials to comply with appropriate requirements in a school setting. Ability to be attentive to details and to work with extreme accuracy. Ability to present oral and written reports in a clear, concise and effective manner. Excellent interpersonal skills. Knowledge and application of the six leadership standards that have been established for the Montgomery County Association of Administrators and Principals (MCAAP/MCBOA) Professional Growth System (PGS).
EDUCATION, TRAINING, AND EXPERIENCE: Bachelors degree from an accredited college or university with emphasis on records systems, computers, statistics, business/accounting, and/or administration, preferred. Considerable experience with student or other complex records systems, including implementation of a student records system in a school setting. Experience with supervising staff and working with a variety of personnel in an advisory capacity. Other combinations of applicable education, training, and experience which provide the knowledge, abilities and skills necessary to perform effectively in the position may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Occasional handling of boxes containing student records weighing more than 25 lbs.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Ability to work occasional overtime as required.
OVERTIME ELIGIBLE: No

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Serves as liaison with MSDE regarding student records and identifies changes to practice or procedure in accordance with changes to state law, regulation or other requirements mandated by MSDE. .

Identifies the need for additional regulations, manuals, or other written instructions that describe the student records system and its operation throughout MCPS.

Manages the Central Records facility.

Supervises a staff of records personnel and provides information and guidance to support the accurate and efficient student records related work of school secretaries and registrars.

Assists schools and offices as appropriate in matters relating to the implementation of the student records system.

Works cooperatively with the Office of the Chief Technology Officer regarding the design and implementation of automated student information system.

Performs selected records analyses.

Coordinates with other units as necessary to provide training of MCPS personnel in using the student records system.

Advises staff in MCPS departments and offices on the proper maintenance and destruction of records.

Protects the privacy and confidentiality of student and system records in accordance with all applicable federal and state laws and regulations.

Performs, facilitates, or arranges for other staff to perform audits of student records including graduation records, transcripts, residency verification and MSDE audits.

Works with the public to provide (upon request) student records and proof of graduation to former students and employers.

Coordinates production and delivery of high school graduate diplomas.

Evaluates the student records system on a continuing basis.
Understands and applies principles of performance evaluation and professional growth for employees.

Performs related duties consistent with the scope and intent of the position.
Class Established: 6/84
Date(s) Revised: 7/92, 10/93, 8/97, 6/98, 7/08, 11/14, 5/19
Last Reviewed:

This description may be changed at any time.