Special Education Clerk - Tarrant County

Mission: The Special Education Clerk plays a vital role in supporting the district’s special education program by providing clerical, records management, and administrative support to the Special Education Lead Team. This position ensures compliance with state and federal regulations, maintains accurate student records, and assists with financial and logistical tasks related to special education services. The Special Education Clerk also facilitates communication between departments and staff, ensuring all requests and tasks are handled efficiently and professionally.

About the Role

This is a full-time hybrid position based in Tarrant County. Preference is given to candidates who live in the region or are willing to relocate. No supervisory responsibilities or travel expectations are associated with this role.

Responsibilities

• Review and audit PEIMS reports regularly to track meetings and ensure accurate documentation.
• Organize, sort, and monitor student records, ensuring all required documentation is received and notify the Special Education Manager of any missing information.
• Utilize the STREAM report to identify newly enrolled special education students; promptly request records from previous districts and update tracking systems for leadership use.
• Accurately input and audit Individual Education Plan (IEP) data into the district’s Student Information System.
• Utilize trackers to provide Progress to Goals (PTGs) to the special education team for monitoring student progress and compliance.
• Request and manage student records through Texas Records Exchange (TREx), Frontline eSPED, phone calls, emails, faxes, and other methods, ensuring compliance with 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 various 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 are completed by 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 assist in organizing regional professional development and training logistics.
• Ensure Medicaid consent compliance.
• Track SSA/DDS requests, ensuring all required forms are completed and records collected, and forward the full packet to the designated staff member for submission.
• Respond to all emails, phone calls, Frontline requests, and other inquiries within 48 hours.
• Foster positive interpersonal relationships with staff and parents while upholding confidentiality and adhering to district policies, administrative procedures, and federal/state laws.

Competencies

• Build a Culture of Trust: Consistently demonstrates self-awareness and emotional intelligence, fostering psychological safety and trust within the team. Builds respectful, reliable relationships and engages in direct, compassionate feedback.
• Communicate Deliberately: Communicates clearly and professionally, delivering concise messages tailored to the audience. Actively listens, engages in dialogue, and follows up to ensure shared understanding.
• Grow Self and Others: Demonstrates self-awareness by actively seeking and thoughtfully responding to feedback. Identifies development areas and pursues opportunities to build knowledge and skills.
• Make Strategic Decisions: Makes informed decisions by gathering reliable information, evaluating options, and aligning choices with team objectives and the broader mission.
• Manage Work and Teams: Sets clear, measurable goals and reflects on progress, adjusting actions as needed. Prioritizes work effectively and consistently meets deadlines.

Requirements

• Associate’s degree or some college preferred.
• 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.

Physical Requirements

• Ability to sit for long periods of time.
• Ability to lift up to 15 lbs.

Benefits

• Medical, dental, and vision plans.
• Disability and life insurance.
• Parenting benefits and flexible spending account options.
• Generous vacation time.
• Referral bonuses and professional development opportunities.
• 403(b) retirement plan.
• Relocation stipend may be offered, if applicable.

Pay

Salaries for this role typically fall between $18.86/hr and $23.57/hr, commensurate with relevant experience and qualifications. Eligible for performance pay based on organizational performance and goal attainment.