Special Education Clerk - Rio Grande Valley (Immediate Opening)

IDEA Public Schools•Weslaco, TX

1d•Hybrid

About The Position

The Special Education Clerk plays a vital role in supporting the district’s special education program by providing clerical, records management, and administrative support to the Special Education Lead Team. This position is responsible for ensuring compliance with state and federal regulations, maintaining accurate student records, and assisting with financial and logistical tasks related to special education services. The Special Education Clerk also facilitates communication between departments and staff, ensuring that all requests and tasks are handled efficiently and professionally.

Requirements

Associates degree or some college preferred
Strong background in administrative support, records management, and compliance tracking, particularly within an educational or special education setting
Understanding of FERPA regulations and handling confidential student records

Nice To Haves

Sit for long periods of time, lift up to 15lbs

Responsibilities

Review and audit PEIMS reports regularly to track meetings and ensure accurate documentation
Organize, sort, and monitor student records, ensuring all required documentation is received and notify the Special Education Manager of any missing information
Utilize the STREAM report to identify newly enrolled special education students; promptly request records from previous districts and update tracking systems for leadership use
Accurately input and audit Individual Education Plan (IEP) data into the district’s Student Information System
Utilize trackers to provide Progress to Goals (PTGs) to the special education team for monitoring student progress and compliance
Request and manage student records through Texas Records Exchange (TREx), Frontline eSPED, phone calls, emails, faxes, and any other available methods, ensuring compliance with FERPA guidelines and department procedures
Conduct periodic eligibility folder audits to ensure compliance with federal and state regulations
Manage special education supply orders and submit purchase order requests
Request various medical forms from doctors' offices and work with regional campus clerks to process REQs for doctor payments
Process employee travel reimbursements for professional development and ensure submissions are completed by the business office’s designated due date
Maintain financial records, receipts, and logs for auditing purposes
Reconcile credit card transactions and prepare accurate monthly expense reports for review and submission
Coordinate travel arrangements for the special education team and assist in organizing regional professional development and training logistics
Ensure Medicaid consent compliance
Responsible for tracking SSA/DDS requests, ensuring all required forms are completed and records collected, and forwarding the full packet to the designated staff member for submission
Respond to all emails, phone calls, Frontline requests, and other inquiries within 48 hours
Foster positive interpersonal relationships with staff and parents while upholding confidentiality and adhering to district policies, administrative procedures, and federal/state laws