Job Description

  • Position Type:
    Information Management Technology

  • Date Posted:

  • Location:
    Cholla IMT - Glendale, AZ

  •   Additional Information:
    Position Title: Data/Records Management Coordinator

    Supervisor: Chief Strategic Planning and Technology Officer

    Department: Information Management and Technology (IMT)

    Location: District Administration Center

    Term of Employment: 12 months

    Salary Classification: Classified Exempt 9

    Job Summary: Under the direction of the Chief Strategic Planning and Technology Officer the incumbent will develop, implement, and grow Peoria Unified School District’s Data/Records Management Program. This program will embody the principles and best practices associated with data and records lifecycle management and is a vital component of the District’s Data Leadership, Governance, and Security Program. Included is facilitation and oversight of the District’s compliance with Arizona Revised Statutes and guidelines regarding Records Management.
    Data/Records Management Program: Governing Board Policy EH documents the Board’s recognition that data and information are among the District’s most valuable assets. It also directs the superintendent to:
    “…implement and maintain a data management and security program that ensures maximum availability and effective use of accurate, timely, and reliable data and information while protecting the privacy, confidentiality, and safety of all staff, students, and their families.”
    Pursuant to this policy directive, the District is developing its Data Leadership, Governance, and Security (DLGS) Program. Data/Records Management is one of the major components defined under DLGS. The Data/Records Management Coordinator will serve a vital leadership and facilitation role in ensuring the new Data/Records Management Program’s success and will have the opportunity to define and shape the program going forward.
    Essential Duties and Responsibilities: The Data/Records Management Program is based upon principles and industry best practices around Data Lifecycle Management (DLCM). The District has developed a DLCM Framework that will guide robust and comprehensive implementation of those principles and best practices. As a new program it is important that the coordinator focus on the highest priority components and tasks. Accordingly, this position’s essential duties and responsibilities are organized around priority DLCM components, specifically including the following. Other duties may and will be assigned as the program grows and matures.
    • Overall:
      • Develop and maintain comprehensive program documentation.
      • Assist in development of required Governing Board Policies, staff regulations, Standard Operating Procedures, and other associated materials.
      • Guide and assist in development and execution of training and training materials.
      • Collaborate and maintain effective communications regarding the program with district, department, and school administration.
      • Assist in development of internal controls to ensure staff compliance with DLCM requirements.
      • Work with the District’s Internal Auditor and external entities, as appropriate, to conduct annual health assessments of the DLCM program.
    • Data/Records Capture and On-Boarding:
      • Identify and document existing and potential sources for new data/records capture.
      • Participate in development of requirements for and acquisition of a Data/Records Inventory System.
      • Develop a Data/Records Classification scheme.
      • Develop a plan to inventory all existing district data/records.
    • Data/Records Access:
      • Participate in development of requirements for and acquisition of an Enterprise Content Management System (ECMS – aka Document Management System).
      • Develop a plan for scanning and uploading all existing paper-based documents into the ECMS.
    • Data/Records Movement and Transfer:
      • Work with the Public Relations Department (and other departments, as appropriate) to formally define, improve and expand the District’s existing Public Records Request (PRR) processes.
      • Collaborate with administration, Public Relations, and/or legal counsel about PRR or subpoena situations that may lead to litigation/issues and provide follow-up as directed.
      • Develop a Standard Operating Procedure for managing the sharing of district sensitive data with external entities, in accordance with Governing Board Policy EHA.
    • Data/Records Retention and Destruction:
      • Develop and implement a comprehensive, district-wide Data/Records Management program, in accordance with A.R.S §41-1350, §41-151.14, and §41-151.18 et seq, and Governing Board Policy EH.
      • Fulfill the role and duties of Records Officer for the District, as required by A.R.S. §41-151.14, including liaison to the Arizona state Library, Archives, and Public Records (ASLAPR) Department.
      • Maintain high level of understanding of laws, policies and best practices related to data management and specified data/records retention.
    Knowledge and Skills:
    • Knowledge and experience to perform listed duties and responsibilities.
    • Experience with program coordination and management.
    • Skill and extensive experience with using Microsoft Excel®, Word®, PowerPoint®, and other office applications.
    • Experience using records and data management tools.
    • Excellent verbal and communication skills.
    • Ability to examine work processes and to develop innovative process improvement suggestions.
    • Ability and experienced in problem solving.
    • Independent thinker and self-starter.
    • Skill in establishing and maintaining effective working relationships with co-workers, executive leaders and managers, state and other external entities, and the public.
    • Ability to acquire knowledge of applicable Federal, State, and local statutes, rules, regulations, ordinances, and codes and PUSD policies and procedures.
    Minimum Qualifications: Bachelor’s degree or equivalent and at least three years of successful experience performing the duties and assignments listed above. Alternatively, any equivalent combination of work experience and education from which comparable knowledge, skills, and abilities have been acquired.
    Other Requirements:
    • Must be able to pass a fingerprint and background clearance check.
    • Required to occasionally work outside normal working hours.
    • May be required to lift and/or carry heavy, bulky supplies, materials, equipment, and other items weighing up to 35 pounds.
    • May be required to possess and maintain a valid Arizona driver’s license.

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