Human Resources Job Postings
Job #1405022

Coordinator, Records

Job #1405022
This position is past the Close Date, no more applications will be accepted.

Position Information

Location Service Center
Hours Monday - Friday, 8:00 a.m. - 5:00 p.m.
Salary $2,879-$3,599/Monthly
FLSA Status Non-Exempt
Criminal Background Check Pre-employment criminal background checks are required for all Staff and Faculty positions. Pre-employment urinalyses drug screens are also required for all top candidates considered for positions in ACC's College Police department.

Unless, otherwise provided by law, a criminal record does not automatically disqualify an applicant or employee, nor does it automatically deny a person's access to any of the College's online systems. Determinations of suitability will be made consistent with College policy, practices and all applicable laws and regulations.

Job Purpose

To coordinate and implement College-wide document imaging projects.

Reports To

Manager, Institutional Records

Description of Duties and Tasks

Essential duties and responsibilities include the following. Other duties may be assigned.

  1. Coordinates and implements the College-wide electronic imaging/document management plan; analyzes College records and workflow; evaluates current computing environment including hardware, software, and space requirements; determines the need for back-file conversion.
  2. Assists the manager in the development of goals, objectives, timelines, new workflow processes, implementation roles and responsibilities; qualifies work volumes.
  3. Coordinates the design and creation of database architectures and security models for College electronic imaging projects to ensure security, integrity, and accessibility of College records; develops advanced complex queries; creates and coordinates user accounts and user groups, and establishes appropriate levels of security.
  4. Provides technical support and maintains all aspects of the College-wide electronic imaging system; runs preventative maintenance processes to ensure the integrity of the database structure and reliability of data; imports data from the College administrative system and ensures consistency between the systems.
  5. Designs and maintains statistical reports, provides training, and acts as a liaison and technical resource for electronic imaging processes; coordinates the development and maintenance of process standards to ensure quality control.
  6. Researches, evaluates, and recommends changes to College-wide electronic imaging systems to ensure currency with emerging technologies and effectiveness during the migration of College data; interprets and complies with federal and state regulations regarding electronic storage, retention, preservation, and disposition of College records.
  7. Provides quality assurance system checks by analyzing and troubleshooting electronic processing problemsand by isolating and resolving hardware and software problems; tests software and hardware upgrades to prevent loss of functionality.
  8. Stays current regarding document management and record preservation imaging processes by attending relevant workshops and reading professional literature.
  9. Oversees and trains regular and hourly staff.
  10. Assists in analyzing department records, classifies, and researches appropriate retention values for each class.
  11. Assists in preparing retention schedule drafts for review.


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.
  • Establishing and maintaining effective working relationships
  • Training principles and procedures used for groups and individuals.
  • Database architecture and security models in relation to electronic imaging.


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 and privacy.
  • Effectively using organizational and planning skills with attention to detail and follow through.
  • 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.
  • Interpreting and complying with federal and state electronic imaging regulations.
  • Creating database architectures and security models for electronic imaging projects.
  • Developing and implementing document imaging management plans.
  • Providing technical support and maintenance for a College-wide document management imaging system.
  • Establishing and maintaining effective working relationships.

Computer Skills


  • Demonstrated proficiency using advanced office software applications and electronic imaging technology and related storage requirements, image and document formats, metadata, or image enabled databases.

Physical Requirements

  • Occasional climbing 10 foot ladder.
  • Occasional lifting and moving objects up to 50 pounds.
  • Subject to standing, walking, sitting, bending, reaching, kneeling, pushing and pulling
  • Work is primarily performed in a standard office environment

Work Experience


  • Two years related work experience.


  • Work experience with Fortis or other electronic imaging software in a higher education environment. Work experience managing multiple projects and coordinating document imaging or technology projects.



  • Associate degree in Records and Information Management, Library Science or related field.


  • Bachelor's degree in related field.



  • Certified Document Imaging Architect (CDIA) certification.
  • Project Management Professional (PMP).


  • 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.

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 Only). Part-time and Hourly employees participate in the ACC Money Purchase Plan (ACCMPP) as a retirement program required by Federal law.

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