Clerk, SPED Management System (SEMS)

Special Education Management System Clerk

Non-Exempt

192 days

According to district approved calendar

Special Services

Reports to: Executive Director of Special Services

Supervises: None

High School Diploma or GED

Experience:

• Experience in attendance accounting and secretarial office skills
• Competency in typing, transcription, filing procedures, and office records

Position Function/Purpose

Clerical and administrative duties of the Special Education Management System are assigned to perform routine tasks under the direction and supervision of the Special Education Director.

Essential Functions

• Maintain audit files for special education students, including data entry, copying and filing.
• File ARD's and reports for Special Education diagnosticians in all student files.
• Generate computer reports for diagnosticians, director, and supervisor.
• Secure and send out requested Special Education records.
• Keep records of department personnel contact information and absentee forms.
• Notify campus staff and department staff of missing or late special education records.
• Interact with PEIMS Specialist to correct computer report (PEIMS) for TEA.
• Inventory, order and provide for distribution of forms.
• Answer phones, and directs calls.
• Perform other duties as may be assigned.

Medicaid Duties

• Export student data three times a year for verification of eligibility
• Check Medicaid eligibility on new and transfer students and update special education system
• Have SHARS service providers sign the signature authorization form each year and submit them for e-SHARS access
• Coordinate SHARS training session at beginning of each school year
• Run reports on e-SHARS system to verify that service providers are billing regularly
• Remind staff by e-mail to enter SHARS service data monthly
• Download and copy Remittance Reports weekly to Sped Secretary and Accounting Dept. for verification of Medicaid deposits
• Collect and send transportation tickets monthly for processing
• Track and log OT and PT student prescription dates for billing Medicaid
• Verify SHARS portion of MAC participant list
• Assist MAC coordinator with planning MAC training session at beginning of each school year
• Complete update-training with SHARS providers for each quarter they are selected to participate in MAC

SEM/ARD Duties

• Process ARDs (check for typographical errors and missing components and maintain database) per departmental timelines
• Coordinate with the PEIMS Specialist to log and file Student History (PEIMS) forms which are turned in with each ARD
• Generate weekly/monthly reports per departmental guidelines/requests
• Enter special education PEIMS information into TISD system per timelines
• Verify PEIMS/TISD information per departmental timelines
• Audit PEIMS information for October capture date
• Update SEM information on regular basis
• Install SEM for Sped Staff when requested
• Unlock ARD/FIE documents as requested
• Transfer students between databases as needed
• Run end of year reports and prepare for yearend rollover
• Run specific reports as requested by supervisor/director

Work Environment

The environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made if necessary while performing the duties of this job, the employee is regularly required to sit; stand; move throughout the room and/or facility; communicate verbally and electronically; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; kneel, stoop, crouch, and/or crawl; and climb or balance. Regularly required to lift or exert force of up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus. Regular attendance required.

Equipment used

• Telephone
• Computer and printer
• Calculator
• Copy Machine

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive description of all work requirements and responsibilities. Additionally, the minimum level of education noted as a requirement could be supplemented by commensurate experience and/or certification(s) as determined by the hiring manager.

Revision Date - 11/01/2023

All MISD employees are expected to maintain an extreme degree of confidentiality by following the Family Educational Rights and Privacy Act (FERPA) for student information and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) for employee and student information. Midland Independent School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex (including pregnancy), national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.