Exceptional Student Services Records Clerk

ESS Records Clerk

AMS Impact Group is seeking a detail-oriented and organized ESS Records Clerk to support the Special Education Compliance Manager with clerical, compliance, data management, and records management responsibilities across the network.

The ESS Records Clerk plays an important role in maintaining accurate, secure, and compliant special education records while ensuring the timely distribution and receipt of records across all campuses. This position works closely with the Exceptional Student Services (ESS), Enrollment, Registrar, and campus teams to ensure student records and data are maintained in accordance with federal and state requirements and network policies.

The ideal candidate is highly organized, detail-oriented, comfortable working with confidential student information, and able to manage multiple priorities while maintaining accuracy and established timelines.

Key Responsibilities

• Ensure proper maintenance of student special education records and maintain the security and confidentiality of records in accordance with federal and state laws and regulations.
• Ensure special education records are properly and timely distributed to requesting schools and agencies across all campuses in compliance with federal, state, and network requirements.
• Ensure the timely receipt of special education records for all eligible scholars across the network.
• Maintain original student files within the Tucson records facility and ensure documents are appropriately filed following bi-weekly paperwork collection.
• Confirm proper disposal of archived files that are five (5) years or older in accordance with applicable requirements and network procedures.

• Assist with Open Enrollment procedures within the ESS program and serve as a liaison with teams across the network to ensure appropriate ESS procedures are followed and accurate student data is received.
• Maintain accurate and up-to-date student information within ESS records systems, including SchoolMint, IEP Pro, IC, ESSP, and other applicable platforms.
• Update records systems as student data is received for new enrollments in accordance with established enrollment procedures.
• Assist with IEP review processes to ensure IEPs are reviewed by ESS Leadership and required accommodations are communicated to Registrars in a timely manner.

• Review SharePoint data as needed and as directed, including auditing special education schedules and minute logs.
• Review and verify data entered into SchoolMint, e-IEP Pro, SharePoint, PowerSchool, and other applicable systems for accuracy and completeness.
• Verify that required wet or electronic signatures have been obtained and properly uploaded to the Supporting Documentation section within e-IEP Pro.
• Serve as the primary contact for the creation of new student profiles within e-IEP Pro.
• Support the ESS team with compliance-related data and records requests.
• Participate as a member of the team responsible for supporting state monitoring activities with applicable Departments of Education.

Required Qualifications

• High school diploma or equivalent required.
• Previous experience in records management, data entry, administrative support, compliance, education, or a related field preferred.
• Experience working with confidential or sensitive information preferred.
• Ability to learn and accurately utilize multiple data management and student information systems.

• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to maintain confidentiality and handle sensitive student information appropriately.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet established deadlines.
• Strong data entry and records management skills.
• Ability to identify discrepancies and follow established procedures to resolve or escalate issues.
• Proficiency with Microsoft Office and the ability to learn new software and technology platforms.
• Ability to work collaboratively with ESS, Enrollment, Registrar, and campus teams across multiple locations.

Working Conditions

• Full-time position based in Tucson, Arizona.
• Primarily performed in an office and records management environment.
• Regular interaction with network and campus teams across multiple locations.
• Extended periods of computer work, data entry, document review, and records management.
• Position may require occasional travel to AMS campuses or network meetings as needed.
• Work involves handling confidential student and special education records and requires consistent adherence to privacy and security requirements.

Benefits

• Medical, dental, vision, life, and disability insurance
• 401(k) retirement plan with employer contributions
• Paid time off and paid holidays
• Professional development and training opportunities
• Opportunities for career growth within a growing organization

Why Join AMS Impact Group?

Join a mission-driven organization committed to providing high-quality educational opportunities for scholars across our communities. As an ESS Records Clerk, you'll play an important behind-the-scenes role in ensuring accurate records, strong compliance, and effective special education services across the AMS network.

Join us to enjoy rewarding challenges and ongoing opportunities!