Special Programs Records Administrator

Little Rock School District•Little Rock, AR

1d•Onsite

About The Position

This position will manage and maintain confidential digital records for all Special Education and Section 504 Plan students receiving services through LRSD under IDEA, FERPA, and FAPE. This position provides full spectrum administrative support to the Special Education Director and the Division of Special Programs staff, including confidential matters. This position handles daily job responsibilities requiring consistent focus to the volume of work that requires completion within timelines set forth by the State and Federal Department of Special Education. This position will also provide full OnBase system (or current tech system) support to all users.

Requirements

Bachelor’s degree or at least 60 college hours required.
Six years of related experience may be substituted for required college hours.
Must have at least five years of full-time paid experience in a public school or educational setting working as a system administrator with confidential records exhibiting knowledge of HIPPA compliance, State and Federal guidelines and regulations of the Department of Special Education (DESE).
Ability to design, develop, test, and deploy automation solutions for internal functions, update datasets, source coding, and change management procedures.
Ability to act in a consultative role to understand functional school processes, related IT needs and to develop solutions and delivery proposals.
Ability to communicate and interact with school staff at all levels, alternative learning facilities, government agencies, courts, legal officials, parents, and former adult students.
Customer Service Skills Must be capable of interacting effectively with administrators, teachers, staff members, students, parents, and the public using professional, tactful, and helpful customer service.
Regularly required to sit, stand, walk, use a computer, printer, and telephone, and do extensive typing and writing.
Occasionally the employee must lift and/or move up to twenty (20) or more pounds.
This position requires accurate perceiving of sound, near and far vision, depth perception, handling and working with educational materials and/or objects and providing oral information.
Must be able to work for the daily contracted time and be physically present and at assigned work, with only infrequent unexcused absences, during the contract year.

Nice To Haves

Additional technical skills, knowledge, and abilities may be recommended by immediate supervisor and approved by the Human Resources Director.

Responsibilities

Process all requests for special education and Section 504 confidential records through digital document retrieval within a timely manner (2-10 days) set forth by the Department of Special Education.
Upload all scanned confidential Special Education Due Process and 504 Accommodations Plans into the student’s file through the Batch Processing System.
Function as the point of contact that provides OnBase System (or current system) support to LRSD 400+ Staff Users who service the student population of 3000+ that receives special education services or 504 Accommodations.
System support provided, but not limited to: Creating, modifying, and deleting User Accounts Resetting Passwords and Unlocking Accounts Provide OnBase (or current tech system) instructions, tutorials, usage, guidance, and Re-assign students in OnBase (or current tech system) when students immediately transfer within the District.
Answer questions and concerns, and address problems
Function as a liaison between LRSD OnBase (or current tech system) Users and the Vendor to report and handle any error messages received in OnBase (or current tech system) and/or the Printer Scanning process and immediately reports system outages or problems to the OnBase Users.
Function as a liaison between LRSD IT Department and Vendor to collaborate and assist in troubleshooting problems to determine if the issue is hardware, software, or user.
Analyze, correct, and modify scanning errors submitted by users to the OnBase System (or current tech system) queue before uploading it to the student’s file.
Monitor performance of software production schedule.
Perform typical system administration activities daily, weekly, monthly, and annually.
Be knowledgeable and dedicated to analyzing and evaluating current methods and procedures to request necessary OnBase (or current tech system) software improvements, updates, and enhancements to Konica Minolta.
Communicate, interact, and conduct meetings with all staff levels at Konica Minolta.
Ability to work on complex issues and multiple tasks simultaneously.
Develop user-friendly training material to train all LRSD Staff on OnBase (or current tech system) installation and usage.
Obtain and maintain required OnBase (or current tech system) System Administrator certification.
Maintains all confidential Student Graduate's files from Special Education and Section 504 Plans for 6 years after graduation prior to 2021-22 School Year.
Provide copies when requested.
Responds to all phone calls and email inquiries from parents, schools, alternative learning facilities, government agencies, courts, and legal officials.
Organizes, maintains, and distributes special education materials and supplies to all CBI Classroom Staff.
Performs all other duties as assigned.