Special Education Department Office Assistant

This position is non-exempt with no supervisory responsibilities

Under the supervision of the Special Education Director

Job Summary:

In collaboration with the SPED director outside evaluators and other members of the SPED team the SPED clerk will provide administrative and clerical support to the special education department to ensure compliance with federal and state regulations. Responsibilities include maintaining confidential student records organizing and filing IEP documents scheduling meetings tracking timelines and assisting with data entry and reporting. The SPED clerk also communicates with staff parents and service providers to support the coordination of services for students with disabilities. Strong organizational skills attention to detail and knowledge of special education processes are essential for this role.

Essential Functions of the job:

• Maintains current special education eligibility folders by updating information each time there is a MET 1 MET 2 IEP or related meeting regarding a student. Gathers information from all meetings which involve the special education student and enters what is required in the appropriate system

• Schedules completes and sends all required parent MET 1 MET 2 and IEP notices and documents correspondence in the students eligibility folders. Ensures that parents and other personnel are notified of the meetings with at least 2 weeks notice and document attempts to reach the involved parties

• Notifies all staff involved of MET 1 MET 2 and IEP meetings in a timely manner.

• Maintain a calendar using Census in IEP Pro of all scheduled meetings and ensure that all staff that need to be in attendance are notified of the meeting.

• Disseminates information copies of Individual Educational Programs (IEPs) or other related documents to required staff and other parties.

• Enters student data into the SPED notes drive folder and or IEP PRO.

• Completes the requests for students records and sends the request to central office staff to be transferred to the campus special education management system.

• Maintains current rosters and reports as may be requested in order to aid program management.

• Runs IEP PRO reports and ensures accuracy of all data.

• Duplicates records upon request. Maintains student file in IEP PRO.

• Assists with sending records to other schools districts and or agencies upon request.

• Attends district meetings and professional development sessions to keep abreast of changes in current special education local state and federal reporting requirements.

• Adheres to federal state and local policies and procedures related to special education issues.

• Ensures that if outside evaluators are required to attend meetings that they are given plenty of notice so schedules can be coordinated.

• Ensure that all student files are properly maintained and disposed of based on the records retention process for the record.

• May be asked to send reports and or corresponding paperwork regarding the student to parents or other interested parties.

• Ensure that IEPs or other plans and corresponding paperwork is maintained along with collecting Present Levels of Performance from teachers coaches support personnel and standardized test materials are done in the prescribed time line.

• And all other duties as assigned

Essential Qualifications:

Must have a High School Diploma or GED

Experience or Education in the special education field preferred

Bilingual preferred

Essential Physical Functions and Working Conditions

• Must be able to remain in a stationary position at least 50% of the time

• Must be able to traverse whenever necessary to fulfill the needs of the position

• Must be able to operate a computer and other electronic devices which will require repetitive motions

• Must be able to position yourself to assist staff students or other duties as assigned

• Will regularly perform duties that require repetitive motion

• Must be able to communicate this is both by being able to talk and to hear and be able to observe your surroundings

• May need to transport boxes computer equipment and any other equipment necessary to fulfill the essential functions of the job

• Exposure to working conditions: the job primarily is indoors so exposure to fluorescent lighting and other elements typical in a school setting. May also be exposed to outdoor elements when performing outside job responsibilities

Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time. This job description reflects managements assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.

This job description is subject to change at any time.