Interim Technology Audit Manager

GENERAL JOB FUNCTION

The Technology Audit Manager is responsible for coordinating, gathering, organizing, reviewing, tracking, and maintaining all documentation requested or required for special audits, financial audits, investigations, compliance reviews, monitoring activities, and other formal reviews involving District technology operations, technology expenditures, technology assets, systems, software, contracts, vendors, and related records.

The primary responsibility of this position is to serve as the District's central point of coordination for technology-related audit documentation. The Technology Audit Compliance Manager works with Information Technology, Finance, Procurement, Human Resources, Federal Programs, school administrators, vendors, and other appropriate departments to locate and assemble records responsive to authorized audit requests.

This position does not independently conduct or render conclusions regarding an external or special audit unless specifically authorized within the scope of assigned duties. Rather, the position ensures that requested records are identified, collected, preserved, verified for completeness, appropriately organized, tracked, and provided to the Superintendent, Chief Financial Officer, Chief Technology Officer, auditor, investigator, or other authorized individual in accordance with District procedures.

The Technology Audit Manager must exercise a high degree of confidentiality, accuracy, discretion, objectivity, and professional judgment due to the sensitive nature of special audits and investigations.

EDUCATION, TRAINING, AND EXPERIENCE

Minimum Qualifications

• Bachelor's degree in Information Technology, Information Systems, Accounting, Business Administration, Finance, Public Administration, or a related field.
• Three (3) to five (5) years of progressively responsible experience involving technology, records management, compliance, auditing support, finance, procurement, asset management, or governmental operations.
• Demonstrated experience gathering, reviewing, organizing, reconciling, and maintaining detailed records.
• Experience working with electronic records, spreadsheets, databases, financial systems, inventory systems, or technology management platforms.
• Ability to successfully complete all District-required background checks and employment requirements.

Preferred Qualifications

• Experience in a New Mexico public school district or other governmental entity.
• Experience supporting special audits, financial audits, investigations, or compliance reviews.
• Experience with governmental accounting, public procurement, technology purchasing, federal grants, or fixed-asset management.
• Knowledge of New Mexico public school finance and procurement requirements.
• Knowledge of technology asset management, software licensing, system administration records, and technology contracts.
• Experience responding to formal document requests from auditors, investigators, governmental agencies, legal counsel, or District administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Special Audit Documentation Coordination

The Technology Audit Manager shall serve as the primary coordinator for gathering technology-related documentation requested for a District-authorized special audit.

Responsibilities include:

• Receive and review authorized requests for technology-related documents, records, reports, data, and supporting documentation.
• Develop and maintain a comprehensive document request list for each special audit.
• Identify the District department, employee, system, vendor, or other source responsible for maintaining each requested record.
• Coordinate with appropriate personnel to obtain responsive documentation.
• Establish and communicate internal deadlines for responding to audit document requests.
• Track all requested documentation from initial request through final submission.
• Follow up with departments and employees regarding outstanding records.
• Maintain a detailed audit request log identifying:
• Date requested;
• Description of requested record;
• Responsible department or records custodian;
• Date internally requested;
• Due date;
• Date received;
• Date reviewed;
• Date provided to the authorized recipient; and
• Status or outstanding action required.
• Organize documentation in a consistent electronic and/or physical audit file.
• Maintain clear indexing and naming conventions so records can be readily located and traced to individual audit requests.
• Maintain appropriate version control when documents are revised, supplemented, or replaced.
• Identify missing or incomplete documentation and promptly notify the appropriate administrator.
• Maintain documentation of reasonable efforts made to locate records that cannot be found.
• Coordinate supplemental documentation requests received during the course of a special audit.
• Maintain a complete record of documentation provided in response to each authorized request.

Gathering Technology Records for Special Audits

Gather and organize technology-related documentation that may include, but is not limited to:

• Technology purchase requisitions;
• Purchase orders;
• Invoices;
• Quotes and bids;
• Requests for proposals;
• Bid evaluations and procurement documentation;
• Vendor contracts;
• Professional service agreements;
• Software agreements;
• Licensing agreements;
• Subscription records;
• Technology service contracts;
• Vendor payment records;
• Receiving documentation;
• Packing slips;
• Proof of delivery;
• Technology inventory records;
• Fixed-asset records;
• Asset tags and serial numbers;
• Device assignment records;
• Equipment transfer records;
• Surplus and disposal records;
• Warranty documentation;
• Insurance documentation;
• Funding-source documentation;
• Federal and state grant documentation;
• Budget records;
• General ledger documentation related to technology expenditures;
• Procurement approvals;
• Board agenda documentation and approvals, when applicable;
• Technology project records;
• Work orders and help-desk records;
• System-generated reports;
• System access records;
• Administrative account records;
• Relevant system logs;
• Software installation or deployment records;
• Mobile device management records;
• Network equipment inventories;
• Cybersecurity documentation;
• Data backup and recovery records;
• Technology policies and procedures;
• Email or electronic communications when specifically authorized and requested;
• Vendor correspondence;
• Employee-issued technology records;
• Student-issued device records; and
• Other documentation determined necessary for the authorized scope of the special audit.

Document Verification and Reconciliation

• Review gathered documentation for completeness and responsiveness to the specific audit request.
• Compare records across systems when necessary to identify missing or inconsistent information.
• Reconcile technology inventory records against purchasing and financial records when requested.
• Match purchase orders, invoices, receiving documentation, payment records, and asset records when applicable.
• Verify that serial numbers, asset numbers, locations, assigned users, funding sources, and other identifying information are documented when available.
• Identify apparent discrepancies without altering, concealing, or improperly correcting source documentation.
• Refer identified discrepancies to the appropriate administrator, Finance official, Technology official, auditor, investigator, or other authorized individual.
• Preserve original records and maintain the integrity of documents collected for the audit.

Audit Request Management

• Maintain a master schedule of all technology-related special audit requests, deadlines, meetings, interviews, submissions, and follow-up requirements.
• Prioritize document requests based on deadlines established by auditors or District administration.
• Provide regular status reports regarding completed and outstanding audit requests.
• Immediately communicate anticipated delays or difficulties obtaining requested documentation.
• Maintain records of supplemental questions and follow-up requests.
• Coordinate with District administration regarding clarification of requests that are unclear, overly broad, duplicative, or require records from multiple departments.
• Ensure that no responsive records are knowingly omitted from the collection process.

Technology Asset Documentation

• Gather and maintain technology inventory records necessary to support special audits.
• Assist with physical verification of technology assets when requested.
• Locate equipment identified by asset number, serial number, purchase record, funding source, school, department, employee, or other identifier.
• Document the current location and status of technology equipment when requested.
• Assist in identifying technology that is lost, missing, damaged, transferred, replaced, disposed of, or otherwise unaccounted for.
• Gather documentation supporting equipment transfers, surplus determinations, disposal, recycling, or destruction.
• Coordinate with Technology and Finance personnel to reconcile asset information when discrepancies are identified.

Electronic Records and System Information

• Coordinate with authorized IT personnel to gather system-generated reports and electronic records requested as part of a special audit.
• Assist with locating relevant system logs, user-access information, administrative-account records, configuration documentation, or other system information within the authorized scope of the audit.
• Preserve requested electronic records in their existing form whenever practicable.
• Document the source and date of system-generated reports.
• Maintain confidentiality and appropriate access controls for sensitive system information.
• Ensure that collection of system information does not unnecessarily compromise District cybersecurity or expose credentials or other protected security information.

 Records Preservation and Document Integrity

Upon notification of an authorized special audit or investigation, the Technology Audit Compliance Manager shall:

• Follow District administration or legal counsel directives regarding preservation of potentially relevant records.
• Assist with identifying technology records potentially subject to preservation.
• Suspend routine destruction or deletion of identified records when directed by authorized District administration or legal counsel.
• Maintain original records whenever possible.
• Avoid altering original documents or electronic records.
• Maintain documentation identifying the source of collected records.
• Maintain organized copies of materials submitted for the audit.
• Protect records from unauthorized alteration, deletion, destruction, or disclosure.
• Immediately report concerns regarding missing, altered, deleted, or potentially compromised records to the Superintendent or authorized designee.

Confidentiality and Sensitive Information

Due to the nature of special audits, this position may have access to highly confidential or sensitive information.

The Technology Audit Compliance Manager shall:

• Maintain strict confidentiality regarding audit requests, documentation, findings, personnel information, student information, financial information, cybersecurity information, and other protected records.
• Share audit-related information only with individuals authorized to receive it.
• Follow FERPA and other applicable privacy and confidentiality requirements.
• Maintain secure electronic and physical audit files.
• Avoid discussing ongoing special audits or investigations with unauthorized individuals.
• Immediately report unauthorized disclosure or access to audit-related information.
• Follow directives of the Superintendent, legal counsel, auditor, investigator, or other authorized official regarding sensitive records.

Coordination With District Departments

The Technology Audit Compliance Manager shall coordinate as necessary with:

• Superintendent's Office;
• Information Technology;
• Finance;
• Procurement;
• Human Resources;
• Federal Programs;
• Special Education;
• School administrators;
• Business managers and bookkeepers;
• Records custodians;
• Legal counsel, when directed;
• Internal and external auditors;
• Independent special auditors;
• Investigators;
• Vendors and contractors; and
• Other departments or individuals possessing records relevant to the authorized audit.

Special Audit Communication and Reporting

• Provide the Superintendent, CFO, CTO, or designee with regular updates regarding the status of document collection.
• Maintain a list of outstanding documentation and responsible departments.
• Prepare summaries identifying documents received, documents pending, and records that could not be located.
• Attend audit entrance conferences, document-request meetings, status meetings, and exit conferences when assigned.
• Take and maintain appropriate administrative notes regarding document requests and follow-up responsibilities.
• Assist District administration in responding to additional information requests.
• Maintain final organized documentation supporting the District's response to the special audit.

KNOWLEDGE, SKILLS, AND ABILITIES

The Technology Audit Compliance Manager must demonstrate:

• Exceptional organizational and records-management skills.
• Strong attention to detail and accuracy.
• Ability to gather large volumes of records from multiple departments and systems.
• Ability to organize complex documentation into a clear and traceable audit file.
• Ability to understand and follow formal document requests.
• Knowledge of technology purchasing and asset-management practices.
• Working knowledge of public-sector financial and procurement processes.
• Ability to reconcile purchasing, payment, inventory, and technology records.
• Ability to work with spreadsheets, databases, financial systems, inventory systems, and electronic document-management systems.
• Ability to establish and maintain document-request tracking systems.
• Ability to meet strict deadlines.
• Ability to manage multiple simultaneous document requests.
• Ability to communicate professionally with administrators, auditors, investigators, employees, and vendors.
• Ability to recognize discrepancies and elevate concerns without independently making unsupported conclusions.
• Ability to maintain neutrality, objectivity, discretion, and confidentiality.
• Ability to handle highly sensitive information appropriately.
• Ability to work independently while maintaining close communication with District leadership.

PROFESSIONAL AND ETHICAL RESPONSIBILITIES

The Technology Audit Compliance Manager shall:

• Maintain neutrality and objectivity throughout the audit-document collection process.
• Provide complete and accurate documentation within the scope of authorized requests.
• Never knowingly conceal, destroy, alter, falsify, or omit responsive records.
• Preserve the integrity of original documentation.
• Immediately report suspected alteration, destruction, concealment, or unauthorized removal of audit-related records to the Superintendent or appropriate authorized official.
• Refrain from independently determining audit findings or conclusions unless specifically authorized to perform such duties.
• Avoid interfering with the independence of an external auditor or investigator.
• Cooperate professionally with authorized auditors and investigators.
• Maintain confidentiality before, during, and following completion of a special audit.

PERFORMANCE EXPECTATIONS

Successful performance in this position includes:

• Timely collection of requested technology audit documentation.
• Accurate tracking of all special audit document requests.
• Complete and well-organized audit files.
• Timely follow-up on outstanding documentation.
• Accurate reconciliation and identification of documentation discrepancies.
• Effective coordination among Technology, Finance, Procurement, schools, and other departments.
• Protection of confidential and sensitive information.
• Preservation of original records and electronic information.
• Clear communication with District administration regarding outstanding requests or concerns.
• Consistent compliance with established audit deadlines and District directives.

EVALUATION

Performance shall be evaluated in accordance with District policy and administrative procedures. Evaluation shall include the employee's effectiveness in:

• Gathering and organizing special audit documentation;
• Meeting audit deadlines;
• Maintaining accurate audit request logs;
• Identifying and communicating missing documentation;
• Maintaining confidentiality;
• Preserving document integrity;
• Coordinating effectively across District departments;
• Maintaining organized and retrievable records; and
• Supporting the District's timely and complete response to technology-related special audits.