Public Information and Operations Specialist at Carrollton - Farmers Branch ISD

Qualifications:

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

• 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.

• 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:

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.

8. Assist with tracking budget submissions and expenditures for the seven departments of CFB Operations.
9. Compile financial summaries and reports for review and presentation.
10. Assist with monitoring purchase orders and ensuring they align with budget allocations.
11. Assist in preparing budget forecasts and annual financial plans.
12. Support grant documentation, reporting requirements, and research for operations-related funding.
13. Prepare budget summaries or reports for planning and audits.
14. Help process reimbursements and travel expense forms.

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

19. 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.
20. Schedule appointments and maintain the assistant superintendent’s calendar.

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

25. Assign work to executive office clerical staff and oversee completion.
26. Compile, maintain, and file all reports, records, and other documents as required.
27. Maintain confidentiality.
28. Follow district safety protocols and emergency procedures.
29. Any other duties assigned by supervisor.

Supervisory Responsibilities:

Mental Demands/Physical Demands/Environmental Factors: