Special Education Clerk: Headquarters RGV

Special Education Clerk: Headquarters RGV

Role Mission: The role of the Special Education Clerk is to assist in the attainment of district goals by providing clerical support, records management, and administrative assistance to the Special Education Lead Team. The Special Education Clerk is primarily responsible for the request of and management of special education records for both students and staff including, but not limited to special education records, district reporting of special education data, accounting for the special education budget, and other such responsibilities as assigned. This position also provides administrative support such as greeting and attending to special education office visitors, answering phone calls, taking and relaying messages.

Responsibilities:

100% of students receiving special education services are coded in eSped and PIEMS by Snapshot date

• Reviews PIEMS and eSped reports regularly to track all meetings held
• Sort all reports by student, tracks that all reports are received, and notifies special education manager of missing information on the 2 nd and 4 th Friday of each month
• Inputs all Individual Education Plan (IEP) information into PIEMS accurately weekly

100% of new students' special education records are received within the 1 st 30 days of school or within 30 school days if enrolled after the 1 st day of school

• Review list of new students receiving special education services and ensure that the Release of Records form has been signed by the parent
• Tracks Release of Records forms that are received, and notifies special education manager of missing forms on the 2 nd and 4 th Friday of each month
• Request student records from previous district using Texas Records Exchange (TREx) and eSped

Maintain 100% of special education eligibility folders to stay incompliance and meet auditing requirements

• File all correspondences, records and reports in student eligibility folders
• Maintains accurate student records, moving students from active to inactive status if needed
• Perform periodic audits of eligibility folders to ensure compliance with federal and state statutes and regulatory requirements
• Upon written request, release student information from special education eligibility folders to requesting district or agency in accordance with FERPA guidelines and department procedures

Monitors and accounts for the special education budget monthly

• Orders special education supplies
• Submits orders requests for purchase orders
• Reconcile credit cards and prepare monthly expense report
• Submit reimbursement for employee travel for professional development
• Maintains receipts, logs, and other financial documents for auditing purposes
• Month end close for all accounts is done by the 10 th of the month

Will provide support to the special education team to maintain 85% retention

• Demonstrates positive interpersonal relationships with staff and parents and maintains confidentiality
• Responds to requests within 48 hours
• Adheres to district policies and administrative procedures as well as states and federal laws, rules, and regulations
• Answers phone calls, direct calls, and takes and relays messages
• Arranges travel logistics for the special education team
• Assist in arranging all logistics for regional professional development and training

Live values of IDEA

• Believes and is committed to our mission: that all students are capable of getting to and through college
• Is driven by outcomes and results, and wants to be held accountable for them
• Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly
• Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change
• Seeks and responds well to feedback, which is shared often and freely across all levels of the organization
• Works through silos and forges strong cross-departmental relationships in order to achieve outcomes
• Embodies IDEA's core values

Qualifications:

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)
• Some college preferred
• Candidate must have satisfactory outcome of fingerprinting background check.

Knowledge/Skills:

• Proficient skills in organization, typing, file maintenance, computers, software programs, including Outlook, word processing, spreadsheet, and database.
• Proficient oral and written communication skills.
• Ability to work as a member of a team to provide assistance to department staff, Special Education staff, parents and other members of the public.
• Ability to follow oral and written instructions with limited supervision.

Experience:

• Two years of work related experiences with general office procedures, including customer service and telephone etiquette skills.

Equipment Used:

• Office equipment and tools: calculator, computer, printer, copier, fax, multiline telephone, and other equipment applicable to position.

Working Conditions

• Maintain emotional control under stress; work with frequent interruptions/deadlines; frequent sitting, standing, walking, climbing, balancing, pulling and pushing; reaching, repetitive hand motions, hearing, speaking clearly, visual acuity and prolonged data input; occasional lift/carry light, moderate 15-44 pounds.

Selection Process: After submitting your online application, IDEA will review your materials. Candidates with a track record of success who pass the initial application screening will be invited to a phone or video interview. Candidates who are successful with this second interview will move into final consideration by the hiring manager.

Application Instructions: please select "Apply Now" in the upper-left hand corner of this page. You will then be taking to the application portal entrance. After you create a new profile, you will be able to apply directly for this role. If you have already created a profile, you may simply login to begin your application.

IDEA Public Schools does not discriminate on the basis of race, color, national origin, age, sex or disability, in admission or access to, or treatment of employment in its programs and activities. Any person having inquiries concerning the organization's compliance with the regulations implementing Title VI of Civil Rights Act of 1964 (Title VI), Section 504 of the Rehabilitation Act of 1973 (Section 504), or Title II of the Americans with Disabilities Act of 1990 (ADA), may contact IDEA Human Resources at (956) 377-8000.