Job Title:Special Education Clerk / Aide

Work Schedule: 186 days - Full-Time

Date Revised:  6/2/2023

Reports to: Principal

Wage/Hour Status: Non-Exempt

Primary Purpose:

Provide clerical services to the special education staff to include performing data entry, organizing, managing and coordinating required case management documentation of students who receive Special Education services as well as provide inclusion support to students with disabilities as needed. 

Qualifications:

Education/Certification:

High school diploma or GED

Aide Certification

Special Knowledge/Skills:

Strong ability with technology applications

Ability to work within a confidential environment and maintain the confidentiality of information, records and materials

Effective expressive and written communication and interpersonal skills

Ability to use Google suite   

Proficient in records management 

Ability to meet established timelines

Experience:

Two years office experience in public education preferred

Major Responsibilities and Duties:

Instructional and Program Management

1. Assist ARD Facilitator and Special Education department staff with data entry and maintaining records.
2. Perform a variety of clerical activities, including compiling pertinent data utilizing spreadsheets, documents, etc. 
3. Ensure alignment between special education management systems and Student Information System.
4. Work with the enrollment team to request and obtain student records from previous schools. 
5. Collaborate with the ARD facilitator to develop and maintain up to date  ARD/IEP meeting calendar. 
6. Contact parents to schedule Consent meetings and ARD / IEP meetings.
7. Assist with the Distribution of notices of meeting within the required time frame. 
8. Create electronic and backup student audit folders and maintain departmental files and records.   
9. Pay attention to details to ensure all paperwork items have been filled in.
10. Assist teachers with the implementation of IEPs
11. Conduct accommodations for students in the classroom, such as reading items aloud, making enlarged copies of items, providing a hard-copy of teacher notes, ensuring access to assistive technologies, repeat instructions, collect work samples.  
12. Perform general clerical tasks of the special education department. 
13. Distribute IEPs to teachers. 
14. Escort / monitor students between classes.
15. Ensure completion and submission of SHARS as the services occur. 
16. Upload documents with correct naming conventions.
17. Conduct data collection student observations.
18. Assist students with accessing virtual related services.
19. Communicate with district PEIMS personnel regarding student coding.

Communication

1. Establish and maintain open lines of communication with parents, students, principals, and teachers.
2. Maintain a professional relationship with colleagues, students, parents, and community members.
3. Use effective expressive and written communication skills to present information accurately and clearly.
4. Work collaboratively with ARD Facilitator, teachers and school staff in order to meet the IEP needs of students.  

Other

1. Participate in staff development activities to improve job-related skills.
2. Stay abreast of and comply with federal, state, district, and school regulations and policies.
3. Maintain confidentiality of special education information.
4. Adhere to and follow FERPA regulations. 
5. Compile, maintain, and file all physical and computerized reports, records, and other documents required.
6. Attend and participate in faculty meetings and serve on staff committees as required.
7. Other duties as assigned. 

Supervisory Responsibilities:

None.

Equipment Used:

Computer, Chromebook, printer, scanner, calculator, copier, and fax machine.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions; prolonged use of computer. Share office space. Tolerate moderate standing, stooping, bending, and lifting 20 lbs occasionally.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required by the director.