Special Education Records Clerk

SPECIAL EDUCATION RECORDS CLERK

LOCATION: Crook County High School

START DATE: August 25, 2025

DAYS & HOURS: 180 days per year (plus 4 additional training days); 7 hours per day

APPLICATION DEADLINE: Open Until Filled

COMPLETE JOB DESCRIPTION

Job Title: Special Education Records Clerk

Work Days: 180 (with up to 4 training days)

Reports To: Special Education Director

FLSA Status: Non-Exempt

The Special Education Records Clerk is an essential member of the school’s special education team. They are responsible for the flow of paperwork from the IEP teams to the school district and parents. Their primary responsibilities are special education compliance and meeting coordination. The Special Education Records Clerk works in concert with the Special Education Director, District Compliance Officer, Special Education teachers and school staff. They serve as the initial contact person between the special education teacher and the parent.

ESSENTIAL FUNCTIONS:

• Review special education documents for compliance with state specifications.
• Setting up appointments for Special Education teachers.
• Providing meeting notifications and reminders to IEP team members.
• Maintaining and submitting monthly case lists.
• Distributing time sheets to classified employees.
• Managing calendars and timelines (IEPs, Evaluations, Re-evaluations, Progress Reports, )
• Providing copies of Special Education documents to parents in a timely manner.
• Keep records of parent contacts within the district IEP management system.
• Fulfill other related duties as assigned.
• Observe good personal hygiene, punctuality, and appropriate attire in an office setting.
• Read, understand and carry out oral and/or written instructions.
• Fulfill working conditions.

SCOPE OF PRACTICE:

The scope of practice includes maintaining confidential records in accordance with district policy.

Following special education teacher or compliance officer instructions regarding Special Education documents.

Does not include authoring any of the following documents:

• Present Levels of Performance
• Goals
• Services
• Accommodations
• Evaluation Reports
• Progress Reports
• Placements
• Meeting Notes
• Action Forms

Any modification of these documents must be done under the supervision of a licensed special education teacher.

MINIMUM QUALIFICATIONS:

• High school diploma or the equivalent.
• A minimum of two years of school related experience preferable
• Demonstrate a strong ability to relate well to students, staff and public.
• Accurately transfer, record and convey information.
• Communicate clearly and appropriately both in oral and written form in accordance with educational standards.
• Adhere to the federal requirements of a drug-free work place.
• Basic knowledge of school rules and procedures.
• Basic knowledge of computer technology and other equipment used in the work place, as required by the position.
• Knowledge of clerical skills such as typing, operating office machines and organizing files. Familiarity with test scoring and recording.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

• Length of Work Year: Days to be assigned. Length of Work Day: To be assigned
• Possess the physical ability to regularly attend work and fulfill the essential functions of the position, with or without reasonable accommodation.
• Lifting may be required.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is required to frequently walk (occasionally on an uneven surface), occasionally sit and reach with hands and arms (frequently reaching above the shoulders), stoop, kneel, or crouch. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus. Tasks require extreme accuracy and concentration; the employee works with continual interruptions. Must be able to sit for prolonged periods, with attention to detail and with minimal supervision.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify, or delete any aspect of this (or the position itself) at any time as it deems advisable.