SPED Data Clerk

Special Education Clerk

This position is to provide secretarial and clerical support for the Special Education department at the school site. This position will assist the Special Education Manager of administrative details and will perform other general office duties as assigned.

Minimum Qualifications:

• High school diploma or GED.
• Excellent knowledge in specific computer programs such as word, excel, google drive, google calendar.
• Able to work independently.
• Friendly and professional demeanor.
• Experience maintaining and prioritizing a calendar.
• Exceptional in verbal skills and effective organizational skills.
• Skilled in data entry, filing, telephone, and written communication skills.
• Ability to maintain confidentiality.
• Knowledge of special education is preferred.
• Bilingual preferred

Major Responsibility and Duties:

• ARD Meeting Coordination and Tracking
• Timeline Management: Ensure all ARD meeting timelines are met, including 20-day permanent placement ARDs for transfer students.
• Scheduling: Schedule Annual ARD meetings 30 days in advance and REED (Review of Existing Evaluation Data) meetings 60 days in advance.
• Communication: Check teacher availability, contact parents for scheduling, and send formal meeting notices and invites to all required attendees.
• Documentation: Maintain a digital calendar of all ARD due dates and scheduled meetings, sharing it with SPED leadership and campus administration.
• Collaboration: ARD Preparation and Follow-Up
• Pre-Meeting Support: Ensure the ARD room and technology are prepared. Coordinate the distribution of PLAAFP (Present Levels of Academic Achievement and Functional Performance) to teachers.
• Compliance Verification: Reconcile 720 PEIMS reports with eSpEd bi-weekly to ensure IEP and FIE dates and instructional settings match.
• Post-Meeting Archiving: Confirm all digital and printed information is archived within 24 hours of a meeting, including signed notices, signature pages, and procedural safeguards.
• Distribution: Ensure parents receive a copy of the ARD within 24 hours and provide updated accommodations to necessary staff members.
• Evaluations and Referrals
• Referral Tracking: Track campus parent request referrals via the designated tracker.
• Packet Support: Assist with gathering information for referral packets and ensure administrative forms are sent to the appropriate department within 37 days of a request.
• Coordination: Communicate with assessment staff to determine initial ARD due dates and add them to the campus calendar.
• Additional Duties:
• Assist Program staff with clerical tasks.
• Perform routine checks and comparisons of reports or records for compliance with specific program requirements.
• Prepares and completes the mailing process of student records or correspondence.
• Assists with organizing of records, maintaining of Special Education student folders, and other permanent records assigned and while protecting confidentiality of student records and information.
• Prepare and process record requests from other schools/colleges for student records.
• Schedules students for testing and assessment appointments.
• Answer telephones and respond to inquiries. Assist students/parents with general program information.
• Use School Pathways - Student Information System to add, edit and monitor Special Education students.
• Compile Compliance Reports - Cumulative data source to add, edit and monitor all Special Education students (all schools & sites).
• Audit and Review (Internal Monitoring).
• Travel to multiple resource centers.
• Provides support in special education for enrollment and identification of special education students.
• Participate in department and program training and meetings (on-site and off-site).
• Communicates effectively and timely with Special Education Departments.
• Facilitates successful monitoring and completion of compliance checklists of IEPs as meetings occur.
• Operates SEIS related CASEMIS functions.
• Understands and operates PEIMS, ESPED, and TxEIS.
• Strictly adheres to timelines.
• Perform other tasks as assigned.
• Able to manage demanding schedules with a professionalism attitude in stressful situations.
• Adhere to attendance and all Jubilee policies.
• Other:
• Perform disaster duty when needed.
• Attend professional growth activities to keep abreast of innovative techniques in maintenance operations.
• Charter & Community Responsibilities:
• Convey the charter's mission to the public and encourage support in accomplishing the mission.
• Illustrate understanding of Charter and community needs and begin activities to meet those needs.
• Demonstrate the use of productive and efficient skills to raise community and parent involvement.
• Actively participate in student recruitment efforts.
• Charter Atmosphere:
• Encourage a constructive, thoughtful climate for learning.
• Promote fairness of students and staff from all cultural backgrounds.
• Communicate with students and staff in an effective manner that promotes and sustains the Jubilee culture.
• Working Conditions:
• Mental Demands/Physical Demands/Environmental Factors:
• Ability to work in direct sunlight for extended periods of time.
• Ability to work in extreme cold or wintry precipitation.
• Ability to lift and carry 50 lbs.
• Ability to bend, stoop and twist continuously throughout the day.