Assistant Manager: Employee Records Management

Assistant Manager:

Employee Records Management Anne Arundel County Public Schools Human Resource Operations - Central Office - Annapolis, Maryland This job is also posted in Anne Arundel County Public Schools Job Details

Job ID:

5724648

Application Deadline:

May 26, 2026 11:59 PM (Eastern Standard Time)

Posted:

Yesterday

Starting Date:

To Be Determined 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

Position Type:

1.00 FTE