Records Specialist Jobs

Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 320,000 students in 600+ schools and employing nearly 36,000 people, most of them teachers. CPS is governed by the Board of Education of the City of Chicago (the Board) and run by the General Superintendent of Schools who manages several executive departments. CPS has ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career and civic life. In order to fulfill this mission, we make three commitments to our students, their families and all Chicagoans: academic progress, financial stability and integrity. Six core values are embedded within these commitments – student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.

The Records Management Unit is part of the CPS Policy and Procedures, Records Management and Ethics Department within the Law Office and helps to ensure District-wide compliance with local, state, and federal requirements and Board policies that govern the maintenance and disposal of all school and department records.

Job Summary

The Records Specialist provides support to help ensure that records-related obligations are met and provides assistance and guidance to administrative office and school personnel regarding record use, maintenance, protection, retention, and disposal. This position reports to the Records Manager under the direction of the Director of Policy and Procedures, Records Management and Ethics in the Law Office.

The Records Specialist will be held accountable for the following responsibilities:

• Assist in updating records retention schedules
• Assist with records management tasks and special projects as requested
• Address records-related questions/requests for information and provide assistance to all levels of school and department personnel; provide written and verbal instruction and training as needed
• Review vendor use and contribute to reviewing vendor invoices as needed
• Review records and documentation submitted by schools and departments for compliance and accuracy; communicate discrepancies and requests for updates and corrections as needed
• Maintain Records Management Unit paper and electronic files, which includes accurately scanning records and filing records into paper and electronic folders
• Prepare records for offsite storage and disposal and facilitate vendor records collections, which includes moving/arranging boxes and pallets of records
• Assist with other projects related to the Policy and Procedures Unit as requested
• Identify and document records at offsite storage that have met retention requirements, which requires modifying PDF files and accurate data entry
• Contribute to the development and updating of records management guidelines and procedures
• Monitor and respond to messages and requests from multiple sources (email boxes, chats, phone, in-person) in a timely manner
• Assist with fulfilling requests for records and retrieving boxes from offsite storage
• Approve, coordinate, and complete work orders for records-related deliveries and collections throughout the District
• Assist in preparation of filings for approval from the Local Records Commission of Cook County

In order to be successful and achieve the above responsibilities, the Records Specialist must possess the following qualifications:

Type of Education Required:

• High school diploma or GED equivalent, required
• Bachelor’s degree, strongly preferred

Type of Experience and Number of Years:

• Experience using Google Workspace (Gmail, Drive, Docs, Sheets, Forms, Chat, Presentations, etc.) and Microsoft Office (Word, Excel)
• Minimum of three (3) years of records-related or administrative experience with responsibilities including records-related tasks
• Familiarity with CPS or other government records and compliance requirements preferred

Knowledge, Skills, and Abilities:

• Experience working independently and as part of a team
• Able to define problems, analyze information, and apply action steps to resolve issues
• Extremely responsive; able to timely review and respond to messages and inquiries received from multiple sources (more than one email box, chats, phone, in-person questions)
• Experience using and manipulating spreadsheets; capable of efficiently and accurately entering data into spreadsheets
• Manages time well and is able to prioritize multiple tasks at the same time to consistently meet project deadlines
• Written and verbal communication skills with the ability to explain detailed processes, engage others, and build relationships
• Able to report data and progress using spreadsheets and other written documentation
• Detail-oriented and organized
• Understands legal requirements and is able to apply knowledge to daily work
• Able to work at the CPS warehouse and to travel to various CPS locations and vendors as needed
• Capable of regularly lifting and moving files and boxes that weigh between 30-60 pounds from one location to another

Conditions of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to:

• Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district. The Chicago residency requirement does not apply to temporary/part-time positions, however, all CPS employees must be residents of Illinois.
• Be Fully Vaccinated Against COVID-19 - Unless approved for a medical or religious exemption, all employees are required to be up-to-date on COVID-19 vaccinations, including boosters, and to submit proof of vaccination to the district within 30 days of hire. “Up-to-date” on vaccination is defined as being at least two weeks past all primary vaccine doses and any applicable boosters.