Special Programs Records Clerk

About the role

The Remote Special Programs Records Clerk supports the Records Department by managing a caseload of approximately 300–400 students per fall term, ensuring that each student’s records are accurate and compliant with various special education programs.

Responsibilities

• Request, review, and verify student records for newly enrolled and withdrawing students across multiple concurrent special programs (Special Education, 504, English Learner/Emergent Bilingual, and Gifted & Talented).
• Manage a caseload of up to three concurrent special programs, tracking distinct compliance requirements for each.
• Complete special case request formats, including district-specific forms.
• Fulfill records requests for withdrawn students within prescribed timelines.
• Review all incoming records from various sources to confirm the file contains the documents required for each student’s indicated program.
• Verify each document is present and correct, applying program-specific rules.
• Audit student special programs files for accuracy on an annual basis.
• Maintain performance expectations and document compliance notes on a minimum of 100 student files per day.
• Move a minimum of 150 students forward in the records process per week.
• Manage a full caseload of around 400 students at a time, tracking each student's requirements across up to three concurrent special programs.
• Respond to external school requests and questions in a timely, professional manner.
• Timely and accurately complete required forms and create and maintain student files and databases.
• Multi-task and complete high volumes of work quickly and accurately.
• Work independently and adapt to a changing office environment.
• Travel as required, up to 25% of the time.

Requirements

• High school diploma or equivalent.
• One (1) year of related work experience or an equivalent combination of education and experience.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Experience using search engines and online portals for research and verification.
• Experience using a student information system and/or other database.
• Ability to quickly learn and master new systems/technology, such as student records/data systems like Frontline, TREx, and PowerSchool.
• Excellent organizational and time management skills.
• Detail oriented, with the ability to identify errors or gaps in student records and data.
• Strong written and verbal communication skills.
• Able to maintain confidentiality and comply with FERPA.
• Pass required background check.

Qualifications

• High school diploma or equivalent.
• One (1) year of related work experience or an equivalent combination of education and experience.
• Experience working in a virtual environment.
• Experience working with individuals with disabilities.
• Experience in Frontline software.
• Experience in state reporting software (TREx, TSDS, etc.).
• Experience in PowerSchool or a comparable student information system.

Skills

• Microsoft Excel, Word, and Outlook proficiency.
• Experience with search engines and online portals for research and verification.
• Experience with student information systems and/or other databases.
• Ability to quickly learn and master new systems/technology.
• Organizational and time management skills.
• Detail oriented.
• Strong written and verbal communication skills.
• Confidentiality and FERPA compliance.

Benefits

N/A

Pay

$15.00 hourly

Schedule

Remote work, up to 25% travel