WCSS Records Clerk
WCSS Records Clerk
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Salary Not Disclosed
1 Vacancy
Job Description
Job Title: WCSS Records Clerk Wage/Hour Status: Nonexempt
Reports to:Director of Special Education Pay Grade:
Dept./School:Wise County Shared Services Date Revised: August 22 2025
Primary Purpose:
The Records Clerk ensures the accurate timely and confidential management of special education records for all students served by this role the clerk serves as a liaison between district registrars diagnosticians and special education staff supporting compliance with state and federal regulations.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient keyboarding skills
Effective organization communication and interpersonal skills
Ability to follow written instructions
Ability to operate multi-line phone system
Ability to use computer and software to develop spreadsheet and databases and complete word processing
Knowledge of Google Frontline Special Education/ESPED and TREX systems strongly preferred.
Strong organization attention to detail and record-keeping skills.
Major Responsibilities and Duties:
- Maintain accurate up-to-date and confidential special education student records (FIEs eligibilities ARDs/IEPs consents progress reports).
- Process incoming and outgoing special education records through TREX Frontline and other means ensuring completeness before closing requests.
- Create organize and maintain physical and digital cumulative folders for special education students.
- Coordinate with Wise County Shared Services staff district registrars diagnosticians and special education staff to ensure timely access to required documentation.
- Track and verify receipt of transfer student records; escalate delays or missing documents to the Coordinator of Special Education.
- Ensure all records are handled in compliance with FERPA and state/federal regulations.
- Archive purge or shred special education records according to district retention schedules.
Other
- Provide clerical assistance as needed.
- Maintain confidentiality.
Supervisory Responsibilities:
None.
Equipment Used:
Multi-line phone system and personal computer. Personal computer printer calculator copier fax machine and shredder.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Personal computer and peripherals and other instructional equipment
Posture: Prolonged standing; frequent kneeling/squatting bending/stooping pushing/pulling and twisting
Motion: Frequent walking repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: Exposure to biological hazards; may require districtwide travel
Mental Demands: Maintain emotional control under stress work with frequent interruptions
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Employment Type
Full-Time
