Special Education Clerk

Key Responsibilities

• Maintain accurate and confidential special education student records, including IEPs, assessment plans, meeting notices, and related documentation
• Upload, file, and organize documents in the special education management system (e.g., Welligent, SEIS, or similar) and student information system
• Track and monitor IEP, assessment, and reevaluation timelines, escalating upcoming deadlines to appropriate staff
• Prepare and distribute legally required notices and documents, with training and support provided as needed
• Schedule and coordinate IEP meetings for assigned school sites, including calendars, parent notifications, interpreters, and meeting logistics
• Maintain IEP calendars and trackers to support compliance and planning
• Prepare IEP packets and ensure all required documentation is ready in advance of meetings
• Enter and review special education data for accuracy, completeness, and alignment across systems
• Maintain trackers related to caseloads, IEP meetings, assessments, and service delivery
• Support documentation requests for audits, monitoring, and reporting, in coordination with the central Special Education team
• Serve as a point of contact for families regarding IEP scheduling, documentation, and general procedural questions
• Communicate regularly with teachers, service providers, school administrators, and central office staff
• Aid families with form completion and records requests, as appropriate
• Provide general clerical support including copying, scanning, mailing, and file management
• Organize and maintain special education materials and resources
• Assist with organization and tracking of special education materials and resources
• Support with compliance related paperwork related to general SPED compliance, oversight, and reimbursement

Core Competencies

• Attention to Detail: Maintains accuracy across systems and documentation
• Organization & Time Management: Effectively manage multiple deadlines and priorities
• Collaboration: Works closely with school and central teams to support students and programs
• Confidentiality & Professionalism: Handles sensitive information with care and discretion
• Adaptability & Growth Mindset: Demonstrates willingness to learn and grow within special education system and compliance