Position Type:

Secretarial and Clerical/Public Information and Operations Specialist

Date Posted:

10/21/2025

Location:

Administration Building

Job Title: Public Information and Operations Specialist Wage/Hour Status: Exempt

Reports to: Assistant Superintendent for Operations Pay Grade: AS 8/ 226 Days

Dept./School: Operations /Administration Building Date Revised: October 21, 2025

Primary Purpose:

Work under minimum supervision to ensure the efficient operation of the assistant superintendent’s office and provide clerical services to the assistant superintendent of operations. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. Serve as the district’s designated Public Information Officer in accordance with the Texas Public Information Act (TPIA). Manage and coordinate responses to open records requests while ensuring transparency, compliance, and protection of confidential information. Support internal and external communications by providing accurate, timely, and legally compliant public information.

Qualifications:

Education/Certification:

• Bachelor’s degree in communications, public administration, political science, or a related field.
• Certification or training in Texas Public Information Act compliance preferred.

Special Knowledge/Skills:

• Knowledge of school district organization, operations, and administrative policies
• Ability to read and comprehend instructions, short correspondence, and memos
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills
• Strong writing, editing, and record-management abilities
• Strong budget-keeping and bookkeeping skills
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing
• Ability to multi-task numerous complex administrative activities
• In-depth knowledge of the Texas Public Information Act (Government Code, Chapter 552).
• Familiarity with FERPA, HIPAA, and other laws governing confidential information.
• Ability to communicate effectively with diverse audiences—staff, media, and the public.
• Proficient with Microsoft Office, Adobe, and public information tracking systems.

Experience:

• 5 years or more advanced secretarial experience with extensive contact with people
• Prior experience in Texas public school district or government agency preferred

Major Responsibilities and Duties:

Open Records Management:

1. Serve as the official custodian and point of contact for all requests made under the Texas Public Information Act.
2. Receive, log, and coordinate responses to all open records requests within statutory deadlines.
3. Work with legal counsel to review, redact, and prepare records in compliance with applicable laws and exemptions.
4. Determine when Attorney General opinions are required and prepare necessary submissions.
5. Maintain a tracking system for requests, timelines, responses, and associated documentation.
6. Train district staff on procedures for handling requests and identifying records subject to disclosure.
7. Develop and maintain procedures to ensure consistent and legally compliant responses districtwide.

Budget:

1. Assist with tracking budget submissions and expenditures for the seven departments of CFB Operations.
2. Compile financial summaries and reports for review and presentation.
3. Assist with monitoring purchase orders and ensuring they align with budget allocations.
4. Assist in preparing budget forecasts and annual financial plans.
5. Support grant documentation, reporting requirements, and research for operations-related funding.
6. Prepare budget summaries or reports for planning and audits.
7. Help process reimbursements and travel expense forms.

Clerical:

1. Schedule and coordinate meetings, site visits and departmental appointments.
2. Answer and direct phone calls and emails to appropriate personnel.
3. Track deadlines for compliance reports, certifications and inspections.
4. Cross-collaborate with the seven departments in CFB Operations for calendaring, timely information flow and updates.

Reception and Phones:

1. Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to superintendent or other administrators.
2. Schedule appointments and maintain the assistant superintendent’s calendar.

Records and Compliance:

1. Collaborate with Technology and Records Management departments to ensure proper data retention and retrieval processes.
2. Maintain confidentiality of protected information, including student, employee, and legal records.
3. Assist with staff training related to records retention, documentation practices, and compliance requirements.
4. Stay current on changes in legislation, policy, and Attorney General rulings related to open records.

Other:

1. Assign work to executive office clerical staff and oversee completion.
2. Compile, maintain, and file all reports, records, and other documents as required.
3. Maintain confidentiality.
4. Follow district safety protocols and emergency procedures.
5. Any other duties assigned by supervisor.

Supervisory Responsibilities:

Monitor the work and issue work assignments to assigned clerical staff.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Other: Follow district safety protocols and emergency procedures; Other duties as assigned

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. This job is not an employment agreement or contract. The Administration has the exclusive right to alter this job description at any time without notice.

Employee Name (please print): _____________________________________________

Signature of Employee: ___________________________________________________

Date: __________________________________________________________________

Approved by: Chris Moore Date: October 21, 2025

Reviewed by: Dr. Tamy Smalskas Date: October 21, 2025

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