Special Education Clerk - Lower Valley (19-20)

Weslaco, TX, United States
Feb 22, 2019
Position at IDEA Public Schools

Since 2000, IDEA Public Schools has grown from a school of 150 students in Donna, TX to the fastest- growing family of tuition-free, public charter schools in the United States. In the Rio Grande Valley, we are a nucleus of four counties (Cameron, Hidalgo, Starr and Willacy County) that work as one unit to support our children academically and holistically.

RGV is home to a population of just over 1.3 million residents. Children across the region truly benefit from IDEA's mission of college for all as only 1 out of 17 students graduate college-ready. Our mission holds true as we have 2,400 IDEA alumni that currently attend, or have graduated from, 150 colleges and universities across the country.

Join our passionate team of changemakers in south Texas as we prepare to expand our home region to 55 schools, serving over 38,000 students in 2022.

Role Mission : The Special Education Clerk assists 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 requests and management of special education records for both students and staff including, but not limited to, special education records, district and state reporting of special education data, maintaining Medicaid documentation, providing social security offices with required documentation, 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, and taking and relaying messages.


  • 100% of students receiving special education services are accurately coded in eSped and Public Education Information Management System (PEIMS) in a timely manner
    • Review PEIMS and eSped reports weekly to track all meetings held and audits IEP paperwork for compliance
    • Work closely with the Powerschool team to ensure that all Special Education data is error free
    • Input all Individual Education Plan (IEP) information into PIEMS accurately on an ongoing basis

  • 100% of new students' special education records are received within the first 2 weeks of school (or within 2 weeks 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
    • Develop strong business partnerships with regional school districts to ensure smooth records exchange process
    • Ensure that every student record received is complete and entered into new records spreadsheet shared with special program lead team
    • Request student records from previous district using Texas Records Exchange ( TREx ) and eSped as appropriate and needed

  • Maintain 100% of special education eligibility folders in order to stay in compliance and to meet auditing requirements
    • File all correspondences, records and reports in student eligibility folders
    • Maintain accurate student records, moving students from active to inactive status as 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

  • 4 . Provide support to the special education team in order to maintain 85% retention
    • Demonstrate positive interpersonal relationships with the regional team of LSSPs, SLPs, OTs, and other personnel, as well as key partners such as the business office, Powerschool team, and regional leaders
    • Respond to email and phone requests within 48 hours
    • Lead the process of ordering supplies and testing kits, mileage reimbursement, and arranging any necessary travel.
    • Hold team members accou ntable for following processes and procedures for turning in student paperwork

  • We look for Team and Family who embody the followingvaluesand characteristics:
    • Believes and is committed to our missionand being an agent of change: that all students are capable of getting to and through college
    • Has demonstrated effectiveoutcomes 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
    • Works with urgency and purpose to drive student outcomes
    • 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 relationshipsin order toachieve outcomes
    • We believe in education asa professionand hold ourselves to high level of conduct, professionalism and behaviors as models for our colleagues and students.

    Supervisory Responsibilities
    • Potential to supervise seasonal interns

    Competencies :
    • Ability to maintain high level of confidentiality
    • Critical need to attend to detail
    • Time management crucial to the success of this role
    • Ability to build and maintain strong business partnerships with department personnel

    • Education: Associates degree or some college preferred
    • Experience: Experience in working with records or in a field where maintaining records was a key skill

    Knowledge and Skills:
    • Strong verbal and written communication skills
    • Experience in record-keeping and/or data entry


    Salaries for this role typically fall between $14.56/ hr and $18.20/ hr , commensurate with relevant experience and qualifications.

    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.

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