Special Services Student Records Technician

Washington Elementary School District 6•Glendale, AZ

17h

About The Position

Under general direction, incumbent(s) oversees the maintenance of special education student records, permanent record cards, and health cards by ensuring records are accurate and complete, organizing and filing records and cards, archiving records and cards, and sending copies to and gathering copies from other schools and outside agencies.

Requirements

High School diploma or equivalent (G.E.D.) prior to being hired
One year of office-related experience.

Nice To Haves

Associate’s degree in business or related field
Proficiency in English and target language.

Responsibilities

Coordinates and compiles special education student records to include ensuring records are accurate and complete, assisting District staff and parents on completing required paperwork properly, making file folders and filing records, verifying information with student database system, tracking pending information, archiving and destroying old records, copying and sending copy of file to and gathering records from outside agencies and other schools, and ensuring compliance with Arizona Department of Education standards and District procedures.
Communicates with District staff, parents, outside agencies, and other constituents by providing general information regarding Special Services programs and eligibility, category changes, timelines and procedures, census codes, student records, permanent cards, and subpoenas.
Composes memos, letters, forms, e-mails, and reports requested by administration.
Handles permanent record and health cards to include organizing and filing cards, processing requests from schools, verifying record information, and advising schools on recording and filing requirements.
Keeps up-to-date on all requirements by reviewing Arizona records manual.
Coordinates transfer of permanent record cards to microfilm and destruction of records cards.
Maintains databases and spreadsheets of special education student records, enrollment information, and employee group information by entering and tracking basic information.
Processes District-wide subpoenas for current and inactive student records to include collaborating with legal agencies, notifying families of their rights, informing District staff, and researching and collecting all possible data available on said student while making every effort to accommodate the court within crucial timelines.
Assists the Lead Psychologist by scheduling meetings, answering the telephone and taking messages, gathering requested data, ordering materials from the print shop, and completing and distributing certificates to resource staff upon completion of required seminars.
Handles the distribution of Special Education packets for services for students attending private schools within District boundaries by receiving request of services, asking for basic student information, and sending packets to private schools and parents.
Verifies completed packets and distributes to administration.
Other job-related duties as assigned.