Assistant Manager: Employee Records Management

Job Description

Title Code:

Assistant Manager: Employee Records Management

JOB SUMMARY
Serves as the custodian of records for employee Official Personnel Files (OPF), providing oversight for the integrity, security, and compliance of personnel records. Directs the systems, processes, and operations that govern the lifecycle of employee records, ensuring documentation is complete, accurately maintained, and accessible in accordance with Board of Education (Board) policies, legal requirements, and records retention standards. Leads the administration and expansion of the electronic records management system, while overseeing file room operations and physical document conversion to electronic formats. Supervises and collaborates with support staff to deliver consistent, secure, and responsive records management services.

Additional Work Days/Hours
Based on the assignment, the following additional work days and/or hours may be required as needed:

• Peak season
  
• Summer hours

ESSENTIAL DUTIES/RESPONSIBILITIES

• Manages Official Personnel Files (OPF), maintaining well-organized, complete, and accessible employee records across electronic and physical formats.
  
• Directs how documents are received, reviewed for completeness, and incorporated into employee records, ensuring proper placement within established record categories and required standards.
  
• Facilitates lifecycle management of employee records, maintaining continuity from hire through separation, including integration of local records from schools and offices.
  
• Oversees the I-9 process, ensuring documentation is properly completed, maintained, and monitored for required updates.
  
• Administers employee record updates requiring verification, such as name changes, and coordinates follow-up actions with other HR offices as needed.
  
• Coordinates responses to requests for employee records, including subpoenas and Public Information Act (PIA) requests, and manages the appropriate release of information.
  
• Manages the employee file review process, including scheduling, monitoring access, and handling copy requests and associated fees.
  
• Directs records retention and destruction activities, including storage, retrieval, and coordination with warehouse operations for inactive records.
  
• Leads the electronic records management system, including system maintenance, enhancements, and ensuring all records are accurately captured within the official personnel record.
  
• Supervises support staff, assigns work, and monitors daily operations to maintain efficient and reliable records management services.
  
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• Bachelor's Degree in related field of education from a regionally accredited college or university required;
  
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Experience

• Three (3) years relevant experience working with employee files and records required; and
  
• One (1) year related experience in a supervisory or team lead role required;
  
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge, Skills, Abilities and Other Characteristics

• Knowledge of and experience with automated human resources information systems.
  
• Evidence of progressive diversified administrative and/or secretarial experience.
  
• Previous experience with responding to, and completing, employment verification requests.
  
• Ability to maintain filing system and accurately file and retrieve individual records.
  
• Ability to review materials for accuracy and completeness.
  
• Ability to develop and implement a plan for the regular review and audit of the contents of employee OPF.
  
• Ability to train others in tasks associated with maintaining employee OPF and provide guidance and direction of tasks.
  
• Ability to operate personal computers including word processing, spreadsheet, database management, Power Point, and/or desktop publishing. Ability to use school-based computer applications.
  
• Ability to maintain confidential and important operating records.
  
• Ability to exercise initiative, tact, and good judgment in dealing with Board of Education personnel, outside agencies, and the general public.
  
• Ability to work independently.
  
• Ability to work cooperatively and interact positively with customers, internal and external, and co-workers, exercising courtesy, discretion, and self-control.
  
• Ability to communicate orally and in writing sufficient to express ideas or facts clearly and logically when answering questions, giving directions, and providing information.
  
• Demonstrated ability to effectively work and communicate with diverse populations.
  
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred).

Licenses and Certifications
Employee must retain active licenses, certifications, and enrollment as a condition of employment.

• Hold or be eligible for Record Management Training Certificate issued by U.S. National Archives and Records Administration (NARA) preferred.

Driving Requirements

• N/A

LEADERSHIP ROLE

• First level supervisor

People Management

• This position acts as the manager for 1 to 5 direct staff.
  
• This position acts as the manager for indirect staff.
  
• This position manages departments.

Management Duties/Responsibilities

• Directs the work of employees.
  
• Maintains records for use in supervision.
  
• Assess employees' performance (productivity/efficiency) to make promotional recommendation/other status changes.
  
• Plans the work.
  
• Apportions the work among the employees.

PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Standing: under 1/3 of the time
  
• Walking: under 1/3 of the time
  
• Sitting: between 1/3 and 2/3 of the time
  
• Keyboarding: between 1/3 and 2/3 of the time
  
• Talking: between 1/3 and 2/3 of the time
  
• Hearing: between 1/3 and 2/3 of the time
  
• As required by the duties and responsibilities of the position.

Vision
The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• Close vision (clear vision at 20 inches or less)

Work Environment
Location

• Office, school or similar indoor environment: over 2/3 of the time

Noise Level

• Quiet: over 2/3 of the time

Weight & Force
Lifting and carrying requirements

• Up to 25 pounds: under 1/3 of the time

Travel Requirements

• N/A

JOB INFORMATION

Approved Date:
5/1/2026

Established Date:
10/1/2005

Title Code:
B12653

Title:
MANAGER ASSISTANT: EMPLOYEE RECORDS MANAGEMENT

Alternate Title:
Assistant Manager: Employee Records Management

Reports to Generic:
Director

Reports to Specific:
DIRECTOR: INVESTIGATIONS & COMPLIANCE

ORGANIZATION

Division:
Human Resources

Business Unit:
Investigations & Compliance

Department:
Records Management

Negotiated Agreement:
N/A

HR JOB INFORMATION

Unit:
V

Days Worked:
260

FLSA Exemption Status:
Exempt

Grade:

PG07

Click HERE to view Terms of Employment, Benefits and Salary Scale. Scroll down to locate (Unit 5 - Professional Staff)

Essential Job:

Months Worked:
12

Hours Worked:
8

Job Family:
Document & Record/Data Management

Sub-Function:
Record/Data Management

VR# 26138

Welcome to ATX Learning

Anne Arundel County Public Schools (AACPS) provides a challenging and rewarding educational experience for every child. We offer a comprehensive system-wide multicultural curriculum from kindergarten through 12th grade. At every level, the focus is on success for every student. Quality instruction, combined with teacher commitment, provides excellence in our instructional programs. Explore career opportunities with a progressive school system dedicated to providing the very best services to our students, our educators, and our community.

Located on the magnificent Chesapeake Bay, Anne Arundel County is conveniently located near the cities of Baltimore and Washington, D.C., and is home to the state capitol, Annapolis, which has a rich historical past. Notable landmarks include the United State Naval Academy, Fort George G. Meade, the National Security Agency, and Baltimore Washington International Airport. The county encompasses urban, suburban, and rural areas, with 432 miles of tidal shoreline. Fine dining, state parks, major cultural attractions, the best in entertainment and professional sports are within easy access to our central location.