Open Records/Risk Management Specialist

PRIMARY FUNCTION

The Open Records Specialist is responsible for preparing, managing and executing responses to all open records requests received by Douglas County Schools. The incumbent in this position serves as a liaison between attorneys and District staff regarding open records requests. The Open Records Specialist develops workflows in accordance with state law and District policies and procedures. This position performs detail-oriented work that is confidential in nature

PAY GRADE

Professional/Technical/Supervisory Non-Administrator Salary Schedule - Grade NG -

Salary Range:

$56,775.00 to $78,822.00. Salary placement will be based on Douglas County Board of Education approved salary schedules and years of verified relevant experience.

FLSA STATUS

Exempt

TERMS OF EMPLOYMENT

231 Days (12 Months)

REPORTS TO

Associate Superintendent of General Administration

REQUIREMENTS

1)

Educational Level:

Associate's degree or equivalent required, Bachelor's Degree preferred 2)

Experience:

Three to five years in a related field. 3)

Certification/License Required:

None

PHYSICAL REQUIREMENTS

Routine physical activities that are required to fulfill job responsibilities.

Sedentary Work:

Exerting up to 10 pounds of force occasionally, and/ or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

PROFICIENT SKILLS

Demonstrated ability to work with personal and confidential information Knowledge of the regulations and laws related to the job function Must be capable of making decisions, interpreting policy, procedures, and office guidelines with little supervision Must be able to successfully manage multiple tasks, projects, and responsibilities Ability to make independent judgments Ability to work independently or as a team member Must be able to collaborate effectively with District and school personnel, the general public, and work with diverse groups of people Working knowledge of and experience with Microsoft Office; Familiarity with SharePoint Excellent organizational skills and customer service skills Excellent communication skills, both written and verbal

ESSENTIAL DUTIES

1. Demonstrates prompt and regular attendance.2. Ensures compliance with the Georgia Open Records Act and all applicable federal and state confidentiality laws (e.g., FERPA), including timely and accurate responses to all requests3. Develops, updates, and implements standard operating procedures for open records requests and risk management processes4. Drafts and responds to correspondence regarding open records requests5. Coordinates document retrieval processes among all District schools and divisions6. Provides guidance and technical assistance to school and district personnel regarding records retention, documentation practices, and legal compliance7. Collaborates with the Associate Superintendent and/or attorneys to review documents for legal privilege and confidentiality8. Reviews and redacts records in accordance with legal requirements to protect confidential, privileged, or exempt information9. Maintains tracking of incoming and outgoing open records activity and provides weekly updates10. Calculates the cost for the production of records11. Reproduces documents as necessary and appropriately invoices requesting parties12. Trains district staff and ensures compliance with open records procedures13. Works with other departments as needed to ensure a smooth flow of processes14. Maintains a database of risk management claims15. Coordinates with district leadership to respond to high-profile or sensitive requests, including media inquiries and requests with potential legal implications16. Assists in the preparation of documentation and records for litigation, investigations, and administrative hearings, including collaboration with legal counsel17. Monitors timelines and statutory deadlines to ensure compliance and mitigate legal risk18. Conducts periodic audits of recordkeeping practices across departments to ensure consistency, accuracy, and compliance with retention schedules19. Supports the development and implementation of risk mitigation strategies to reduce liability exposure across the district20. Analyzes trends in open records requests and risk management claims to identify patterns, areas of concern, and opportunities for proactive improvement21. Maintains confidentiality and exercises discretion in handling sensitive information and personnel matters22. Serves as a liaison between the district and external agencies, legal counsel, and requesting parties regarding records and claims23. Assists in coordinating responses to insurance carriers, including claims documentation and follow-up communication24. Maintains knowledge of changes in laws, regulations, and best practices related to open records and risk management25. Supports training and communication efforts to promote a culture of transparency, compliance, and risk awareness across the district26. Other duties as assigned by supervisor

APPLICATION PROCEDURES

Applicants should complete an application at www.dcssga.org. (Click on "Employment" then "Job/Vacancies/Postings" to link to classified application.)

Pay:

$56,775.00 - $78,822.00 per year

Benefits:

401(k) Dental insurance Flexible spending account Health insurance Professional development assistance Retirement plan Vision insurance

Work Location:

In person