Special Education Records Specialist

Thank you for your interest in a career with us! The Northshore School District is committed to a diverse workforce that reflects our students and our community one that embraces and models equity and cultural competency.

JOB SUMMARY

This position reports to the Directors of Special Education and maintains confidential detailed student legal files and records for students applying for or receiving special education services. The Special Education Records Specialist is responsible for the organization and accuracy of the legal files both digital and hard copy in accordance with federal and state guidelines and regulations. This position is also responsible for the transfer of confidential file information to and from school districts parents outside agencies and appropriate staff and assists with other duties within the special education office.

DUTIES AND RESPONSIBILITIES

This list of essential functions is not exhaustive and may be supplemented as necessary in consultation with the employee(s) involved. The Special Education Records Specialist:

• Provides primary responsibility for records management within the special education department. Sets up and maintains confidential student legal files to meet state regulations. Receives or sends Special Education student files/digital records and information to and from other school districts and agencies; responds to requests for confidential records and information using strong interpersonal skills to ensure high levels of customer service. Be proficient with student information system & the IEP database system used by the District.
• Coordinates with special education and general education staff across the district regarding educational record requests for special education students including those that may involve
• Serves as the primary office staff person responsible for records retention and destruction as defined by state and federal regulations.
• Responsible for organizing paperwork as part of the District Safety Net application and
• May monitor review verify entries of data for state reporting.
• Shares receptionist duties with other Special Education secretaries. Greets students staff parents and visitors entering the office; answers the telephone and responds to inquiries; supervises parents seeking to review student
• Receives and distributes mail; assists with mailings to parents and
• Assists special education itinerant staff as assigned by the Director of Special
• Works collaboratively with ESD and OSPI staff for the purpose of file reviews and compliance
• Works collaboratively with the Public Records request office and technology around student record
• Assists the special education office staff in providing secretarial support to administrators. May assist in formatting editing and typing correspondence forms and reports.
• May serve as a backup to special education office team members in the event of illness vacation or absence.
• Performs related duties which are consistent with this job description and the employees assignment

REPORTING RELATIONSHIP

Reports to Director of Special Education.

WORKING CONDITIONS

Works in an office environment; frequent interruptions; exposure to visual display terminal; may have to sit for prolonged periods of time; may be required to deal with distraught or angry parents. Must be able to lift heavy files and boxes and move materials between the Central Administration building and district archives at the Support Services building.

MINIMUM QUALIFICATIONS

Education and Experience

High school graduation or equivalent with three or more years of office experience preferably involving filing and computer data entry skills; school district work experience preferred.

Allowable Substitution

Training in secretarial procedures or computer skills may substitute on a month-to-month basis for one year of the required experience.

Knowledge Skills and Abilities

Knowledge of office procedures; keyboarding skills at 50 words per minute; skill in operating general office machines; knowledge of correct grammar spelling and English usage; skill in word processing and spreadsheets; skill in detecting errors and verifying data; ability to maintain confidential information and records; ability to organize and set priorities; ability to work independently with minimal supervision; ability to coordinate multiple assignments; ability to attend to detail and follow tasks through to completion; ability to work independently with minimal supervision; ability to read write speak and compute effectively; ability to exercise independent judgment remain flexible and work effectively under pressure; ability to establish and maintain effective working relationships with staff and the public.

License/Special Requirements

Ability to operate computers and learn specific software programs; ability to operate a 10-key number pad by touch; availability to work extra hours to meet deadlines and complete assignments.

SALARY: $35.17 - $44.73.Salary is based upon the current2024-25 NEOPA Salary Schedule Salary(Level G); placement on the salary schedule will be determined by Human Resources DOE. FLSA Non-Exempt. Steps 10 12 and 15 are longevity steps.

WORK YEAR:260 days per year 7.0 hours per day

BENEFITS:Washington state health insurance coverage (SEBB) and a Washington state retirement packagefor eligible positions. Generally you are eligible for SEBB benefits if you are anticipated to work at least 630 hours per school year (September 1 through August 31). TheSchool Employees Benefits Board(SEBB) benefits include:

• Medical plans with prescription benefits
• Dental plans
• Vision plans
• Life and AD&D insurance
• Long-term disability insurance
• Medical Flexible Spending Arrangement
• Dependent Care Assistance Program

All offers of employment are contingent uponsatisfactory results of background checks with prior employers and/or character references; satisfactory outcome of a criminal history background check (includes fingerprinting); satisfactory outcome of sexual misconduct information from prior school district employers; and approval by the Northshore School Board.

If you are currentNEOPAmember ensure you are applying as an Internal Employee.

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