Clerk - Special Services, Registrar/AAC

Bethel School District 403•Spanaway, WA

3d•Onsite

About The Position

This position's primary responsibility is to provide comprehensive administrative, technical, and program support for Special Education services, with a focus on Augmentative and Alternative Communication (AAC) programs, compliance, and student records management. Coordinates training and support for school staff on AAC device implementation, oversees the inventory and maintenance of AAC equipment, and ensures accurate tracking and reporting of special education data. Maintains confidential student records, processes special education documentation in compliance with state and district regulations, and serves as a resource to district personnel and outside agencies regarding special education procedures and reporting requirements. Performs a variety of clerical, data management, and customer service functions to support efficient program operations, facilitate communication among stakeholders, and promote timely and accurate delivery of special education services.

Requirements

Two (2) years of experience in maintaining detailed records and providing customer service.
Skill in oral and written communication.
Data entry skill.
Keyboarding skill.
Ability to operate general office machines.
Skill in maintaining accurate records.
Knowledge of special education enrollment, laws and procedures.
Knowledge of special education compliance issues.
Ability to verify information accuracy.
Skill in providing customer service.
Skill in information tracking.
Ability to develop procedures and forms.
Ability to establish and maintain effective working relationships with staff, parents and the public.
Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation, abuse, injury or neglect of a minor.
Must complete training in and adhere to district infection control plan.

Nice To Haves

Allowable Substitutions: Such alternatives to the above qualifications that the district may find appropriate and acceptable.

Responsibilities

Provide training and ongoing support to teachers and paraprofessionals in the effective use of Augmentative and Alternative Communication (AAC) devices. Develop and deliver instructional sessions on device operation, communication strategies, and best practices for integrating AAC into classroom instruction and daily student interactions. Collaborate with educational staff to build confidence and competence in implementing AAC systems, ensuring students receive consistent communication support across educational settings.
Manage the inventory of Augmentative and Alternative Communication (AAC) devices by maintaining accurate records of device assignments, locations, and condition. Coordinate the distribution, collection, and tracking of equipment to ensure availability and accountability. Monitor inventory levels, perform routine audits, and facilitate repairs, maintenance, replacements, and software updates as needed to support uninterrupted student access to AAC technology.
Provides a variety of clerical support such as typing correspondence, reports, and memorandum; composes correspondence as appropriate; creates and maintains files; prepares agendas; performs a wide variety of office support.
Serves as technical assistant provider at building and district level in the areas of special education rules and regulations, related to special education enrollment and count procedures.
Performs data entry of special education information. Under direction, reviews data for compliance in a timely manner as information results in state reporting that drives special education revenue, to include evaluations, Individualized Education Plans (IEP), Inter-district Transfers (IDT), amendments, and other related documentation.
Sends and receives student special education records to/from other districts and agencies. Responds to immediate/ daily requests from outside agencies by fax or email.
Maintains special education student files including categorizing and annual purging; ensures confidentiality of information.
Keeps detailed records of incoming Special Education students and follows up on their paperwork to include Transfer Reviews and IDTs. Follow up with responsible parties. Inputs report cards for outside placement students. Tracks documents for outside agencies such as Evaluations/IEP dates for reporting purposes.
Attends meetings of special education service providers as necessary to coordinate and improve the reporting process.
Answers a variety of inquiries on special education students for other districts and outside agencies as appropriate; provides general placement and related service information from existing records.
Inputs special education information into computer; reviews for compliance issues; develops forms and tracking procedures to improve special education reporting and paperwork processes.
Performs a wide variety of customer service functions; answers telephone; provides information regarding programs as appropriate; directs calls as appropriate; researches for the answers to a variety of inquiries.
Provides authorized release of student information to in- and out-of-district staff/agencies and parents in writing, by phone, and/or in person. Answers a variety of inquiries on special education students for other districts and outside agencies as appropriate; provides general placement and related service information from existing records.
Maintains current knowledge of program rules and procedures; processes a variety of materials for program compliance.
Operates a computer and a variety of software programs such as word processing; spreadsheet, database, desktop publishing and computer applications. Provides a variety of routine and custom reports as requested.
Tracks a variety of deadlines; coordinates with others to meet program deadlines.
Receives, opens, and date stamps incoming mail; may screen mail and take action on appropriate items.
Provides a variety of backup and peak load assistance as requested.
May work with auditors and/or program compliance personnel.
Models appropriate and cooperative behavior, including protecting confidential information, consistent with district guidelines.
Performs related duties consistent with the scope and intent of this position.