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Specialist, Records

Austin Community College
Texas, United States
Salary Not Specified
Posted Date
Jul 1, 2022

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Position Type
Faculty Positions, Business & Management, Other Business & Management, Administrative, Academic Affairs, Adult & Continuing Education Programs, Faculty Affairs
Employment Type
Full Time
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Austin Community College is a public two-year institution that serves a diverse population of approximately 41,000 credit students each Fall and Spring semester. We embrace our identity as a community college as reflected in our mission statement. We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area.

As a community college committed to our mission, we seek to recruit and retain a workforce that:
  • Reflects the diversity of our community
  • Values intellectual curiosity and innovative teaching
  • Is attracted by the college mission to promote equitable access to educational opportunities
  • Cares about student success and collaborates on strategies to facilitate success for under-represented populations
  • Welcomes difference and models respectful interaction with others
  • Engages with the community both within and outside of ACC
Commitment to Equity and Inclusion

ACC is committed to the ongoing systemic changes needed to ensure the increased recruitment, inclusion, retention, and completion of historically underserved and under represented populations. Through continual strategic community engagement and professional development of administrators, faculty, staff, and students, the college demonstrates its dedication to fostering a culture and climate for equitable outcomes.

As an open access and low-cost institution, ACC is proud to serve a diverse student body. Dedicated faculty members are excellent professors who help students achieve their educational goals and are sensitive to the diverse cultures and socio-economic backgrounds of our students. In 2017 our faculty adopted a Statement of ACC Faculty Values. This Statement affirms that ACC's faculty members value collaboration, service, agency, scholarship, inclusion, and teaching, all of which attest to our commitment to equity, diversity, and inclusion at the heart of our mission.

Job Posting Title:

Specialist, Records

Job Description Summary:

To implement Records and Information Management projects relating to the records life cycle including document imaging, records storage, forms management, and other records and information management such as auditing.

Job Description:

Description of Duties and Tasks
Essential duties and responsibilities include the following. Other duties may be assigned.
  • Prepares the assembling of documents, scans, inputs academic records; review files; ensure data accuracy for compliance with institutional policies; audits documents for consistent good document sourcing.
  • Receives, organizes, stores, conducts inventories, tracks, and retrieves records; provides assistance with coordinating the daily operations of the Records Center.
  • Maintains a computerized records management system to identify, categorize, store, retrieve, and dispose of college records.
  • Coordinates, approves, and monitors the release of information and/or records to authorized departments; researches and responds to requests for information; prepares correspondence in relation to information retrieval and resolution of records retention issues.
  • Evaluates and verifies all incoming records for storage and destruction are processed in accordance with the College Records Control Schedule and established procedures; monitors and assists with the development of the College Records Control Schedule.
  • Appraises and analyzes college records for retention and disposition; applies pertinent federal and state laws; maintains permanent records of destruction and certificates of destruction.
  • Conducts quality assurance audits on college permanent records scanned into the records imaging system; approves the quality and accuracy of scanned images in accordance with state and departmental quality control standards and procedures; maintains an activity log.
  • Assists in the development of quality control standards, office procedures, and systems processes.
  • Provides assistance with organizing and conducting training workshops on retention and record storage procedures; interacts closely with College Records Custodians to ensure consistency and compliance with the College Records Control Schedule.
  • Assists with conducting ongoing analysis of emerging technologies in relation to records management; provides recommendations to facilitate needed changes in processes and/or equipment.
  • May consult with college departments in relation to document imaging matters, including establishing index criteria and standards.
  • May train hourly employees regarding departmental processes and/or oversee workflow as required.
Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
  • Record and information management principles.
  • Digital imaging.
  • Federal and state laws relating to records retention.
  • Quality control standards, policies, and procedures in relation to records management.
  • Record control schedules.
Must possess required skills and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
  • Maintaining an established work schedule.
  • Effectively using interpersonal and communications skills, including tact and diplomacy, and maintaining confidentiality.
  • Effectively using organizational and planning skills with attention to detail and follow-through.
  • Maintaining a computerized records management system.
  • Coordinating and monitoring the release of information and records.
  • Maintaining knowledge of state and federal laws relating to records retention.
  • Maintaining confidentiality of work-related information and materials.
  • Establishing and maintaining effective working relationships.
Technology Skills
  • Use a variety of spreadsheet, word processing, database, and presentation software.
Required Work Experience
  • Two years related work experience.
Required Education
  • Associate degree.

    Four years of related work experience may substitute for this education requirement. Applicants who substitute work experience to meet the education requirement must use additional related work experience to meet the years of "Required Work Experience" for this position. Please note that the college reserves the right to amend these terms of substitution at any time.
Other Preferred Qualifications
  • Certification as a Certified Records Manager (CRM).
Physical Requirements
  • Work is performed in a standard office or similar environment.
  • Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.
  • Occasional lifting of objects up to 10 pounds.
  • Work safely and follow safety rules. Report unsafe working conditions and behavior. Take reasonable and prudent actions to prevent others from engaging in unsafe practices.
Salary Range

$32,448 - $39,240

Number of Openings:


Job Posting Close Date:

July 15, 2022

ACC Benefits Overview

Full-time faculty and staffing table employees who work in full-time and/or part-time positions at the college are eligible for ACC medical benefits effective the first of the month after their first 60 days of employment. Benefits include medical, dental, life insurance, short- and long-term disability, retirement plans and AD&D.

ACC does not participate in Social Security. ACC participates in the Teacher Retirement System of Texas (TRS) and the Optional Retirement Program (ORP-Faculty and Administrators Only). Part-time and Hourly employees participate in the ACC Money Purchase Plan (ACCMPP) as a retirement program required by federal law.

EEO Statement

The Austin Community College District is an Equal Opportunity Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, political affiliation or other protected categories.

Clery Act

As required by the US Department of Education, employees are required to report violations under the Title IX and, under the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act), select individuals are required to report crimes. If this position is identified as a Campus Security Authority (Clery Act), you will be notified, trained, and provided resources for reporting.


The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. ACC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by ACC as its discretion to enable individuals with disabilities to perform the essential functions.

If you are a current Austin Community College employee, please click this link to apply through your Workday account .
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