Special Education Clerk - Houston (Immediate Opening)

IDEA Public Schools•Houston, TX

6d•Onsite

About The Position

The Special Education Clerk supports the district’s special education program by providing clerical, records management, and administrative support to the Special Education Lead Team. The role helps ensure compliance with state and federal regulations, maintains accurate student records, and supports financial and logistical tasks related to special education services. The clerk also facilitates communication between departments and staff so requests and tasks are handled efficiently and professionally. This is a full-time position based in Houston. Preference is given to candidates who live in the region or are willing to relocate. There are no travel expectations and no supervisory responsibilities. The position requires strong administrative support, records management, and compliance-tracking capabilities, particularly in an educational or special education setting, along with understanding of FERPA and confidential student records. The role involves sitting for long periods and lifting up to 15 pounds.

Requirements

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.
Ability to sit for long periods and lift up to 15 pounds.

Nice To Haves

Associate degree or some college preferred.

Responsibilities

Review and audit PEIMS reports regularly to track meetings and ensure accurate documentation.
Organize, sort, and monitor student records; verify required documentation is received and notify the Special Education Manager of missing information.
Use the STREAM report to identify newly enrolled special education students, request records from previous districts, and update tracking systems for leadership.
Input and audit Individual Education Plan (IEP) data in the district’s Student Information System.
Use trackers to provide Progress to Goals (PTGs) to the special education team for monitoring student progress and compliance.
Request and manage student records through TREx, Frontline eSPED, phone calls, emails, faxes, and other available methods while following 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 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 meet 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 help organize regional professional development and training logistics.
Ensure Medicaid consent compliance.
Track SSA/DDS requests, ensure required forms are completed and records collected, and forward complete packets to the designated staff member for submission.
Respond to emails, phone calls, Frontline requests, and other inquiries within 48 hours.
Build positive relationships with staff and parents while maintaining confidentiality and following district policies, administrative procedures, and federal and state laws.