Director of District Records (26-27)

IDEA Public Schools • Weslaco, TX

4d

About The Position

Director of District Records Mission : The Director of District Records provides district-wide leadership, coordination, and governance for all district records, including student, human resources, finance, administrative, and digital records. This role ensures the organization's recordkeeping infrastructure is accurate , secure, and fully compliant with state and federal regulations, including TSLAC retention schedules, the Texas Public Information Act, and FERPA. As a strategic partner to all departments, the Director establishes consistent standards and promotes modern, digital-first records management initiatives that serve as the operational backbone for district-wide data integrity. Supervisory Responsibilities: Directly manage Student Enrollment and Records Coordinator and District Records Manager. Facilitate district-wide collaboration among departmental records coordinators to ensure alignment and shared understanding of requirements. Establish clear operating rhythms and standardized documentation practices for records management across the district. Provide ongoing guidance, communication, and resources to support departmental records leads and campus personnel.

Requirements

• Advanced knowledge of Texas PEIMS requirements, TWEDS standards, and TSDS submission processes, including experience interpreting business rules, resolving fatal errors and warnings, and managing submission cycles in complex K–12 environments.
• Deep functional expertise in PowerSchool student information system configuration and state reporting functionality, including Ed-Fi data flows, extract validation, and cross-module data reconciliation.
• Strong analytical skills with the ability to review large data sets, identify discrepancies, and translate findings into actionable correction plans for campuses and HQ stakeholders.
• Demonstrated ability to manage multiple high-stakes deadlines simultaneously, maintain structured project timelines, and operate effectively in fast-paced submission environments.
• High level of professional communication skills, including the ability to present to campus staff and senior leaders, facilitate cross-functional discussions, and provide clear written guidance during critical submission periods.
• Bachelor’s degree required, preferably in Information Systems, Computer Science, Data Analytics, Business, or related field.
• Minimum of 5+ years of progressive experience in Texas PEIMS and state reporting within a public education environment.
• Demonstrated expertise in PowerSchool state reporting functionality, including data validation, extract review, Ed-Fi integrations, and troubleshooting of TSDS submissions.
• Strong understanding of TWEDS standards, state reporting business rules, and compliance requirements.
• Proven experience leading high-stakes submission cycles with multiple stakeholders and strict regulatory deadlines.

Nice To Haves

• Master’s degree in Information Systems, Data Analytics, Business Administration, Education Leadership, or related field.
• Experience developing or partnering on data dashboards and reporting tools (e.g., Power BI) to support verification cycles and stakeholder visibility.
• Experience supporting state or federal audits, compliance monitoring reviews, or large-scale submission validations.
• Experience leading structured training initiatives for campus and HQ stakeholders.
• Experience collaborating with cross-functional technical teams on system integrations, data flows, or reporting automation initiatives.

Responsibilities

• Lead the development, implementation, and revision of district records management policies, standards, and procedures.
• Maintain the district’s Records Management Program and Records Control Schedules in strict compliance with TSLAC requirements
• Provide expert guidance on the classification, retention, storage, and approved destruction of all district records.
• Recommend standards for digital file structures, naming conventions, archival practices, and permissions management.
• Ensure district-wide compliance with FERPA, TSLAC rules, the Texas Public Information Act, and federal privacy regulations, in partnership with our Governance division.
• Work collaboratively with Legal Services on public information requests, subpoenas, litigation holds, audits, and investigations.
• Conduct periodic reviews and audits to improve compliance, mitigate risk, and strengthen documentation practices.
• Maintain secure and compliant access protocols for sensitive or confidential documents, requiring a high degree of discretion.
• Partner with the Enterprise Applications Team to support electronic document management systems (EDMS), digital archives, and automated retention capabilities.
• Support modernization and digital transformation efforts to strengthen district-wide recordkeeping efficiency.
• Partner with SIS, PEIMS, and Data teams to align digital student information with district records management practices.
• Develop and deliver district-wide training on records management, retention schedules, and departmental responsibilities.
• Serve as the primary district resource and subject-matter expert for all records-related inquiries.
• Support departments in ensuring timely and accurate responses to internal and external records requests.
• Maintain up-to-date materials, manuals, and procedures to ensure consistent district-wide practices.
• All other duties as assigned.

Benefits

• medical, dental, and vision plans, disability, life insurance, parenting benefits, flexible spending account options, generous vacation time, referral bonuses, professional development, and a 403(b) plan

What This Job Offers

• Job Type: Full-time
• Career Level: Director