Special Education Records Clerk

Location: Special Education Department (District Office)

12 months, 8 hours/day

Grade 15, $14.85/hour

Start Date: 1/16/2020

Purpose Statement

The job of Special Education Records Clerk is done for the purpose/s of providing support to the educational process with specific responsibilities for preparing, processing and maintaining student records; assisting the Registrar with student enrollment and withdrawal activities; and providing general clerical support.

This job reports to Director of Special Education

Essential Functions

Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.

Inputs pertinent student data (e.g. student information, enter and/or withdrawal information, etc.) for the purpose of ensuring accuracy of data.

Maintains a variety of manual and electronic documents, files, and records (e.g. special education, speech, private school, homebound, student counts, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

Monitors special education paperwork for the purpose of ensuring receipt of all reports and forms provided from teachers and other staff members for student records are accurate and in accordance with established administrative guidelines and legal requirements.

Monitors IEP Software System and student database for special education activity for the purpose of ensuring all student IEPs are in compliance.

Performs general clerical functions (e.g. copying, faxing, data entry, filing, etc.) for the purpose of supporting office functions.

Prepares reports for the purpose of submitting information to the Arizona Department of Education.   Processes requested documents and materials (e.g. student records, etc.) for the purpose of disseminating information in compliance with established administrative guidelines.

Purges student records in accordance with established guidelines (e.g. notifying parents, etc.) for the purpose of conforming to District policies.

Responds questions from a variety of individuals (e.g. teachers, parents, staff, etc.) for the purpose of providing information and/or direction.

Runs queries (e.g. number of SPED students, service categories, SPED employees, etc.) for the purpose of providing information.

Supervises computer access to student information applications (e.g. IEP Software System etc.) for the purpose of regulating levels of access to information.

Trains teachers, support staff and district personnel on IEP software.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: codes, regulations & laws related to student records; business telephone etiquette.

ABILITY is required to schedule activities; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: establishing and maintaining effective working relationships; working with detailed information/data and meeting deadlines and schedules; communicating with diverse groups of individuals; working with frequent interruptions; setting priorities and working under minimal supervision; maintaining confidentiality; ability to read, write and communicate clearly in English; maintaining a good rapport with students, parents, and community.

Responsibility

Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: significant lifting, carrying, pushing, and/or pulling, some climbing and balancing, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 50% sitting, 5% walking, and 45% standing.  The job is performed under minimal temperature variations and in a generally hazard free environment.

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