Responsibilities
- Administrative & Clerical Support
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Provide direct administrative and secretarial support to the Director of Special Education and department staff
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Prepare correspondence, reports, agendas, and official documentation
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Manage calendars, appointments, and daily office operations
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Record and maintain minutes for department meetings
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Student Records Management & File Creation
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Create and maintain special education student records in compliance with district, state, and federal regulations
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Organize and file documentation including IEPs, evaluation reports, ARD paperwork, and eligibility records
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Ensure strict confidentiality and secure handling of all student information
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Records Requests & Transfers
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Request student records from previous schools or districts upon enrollment
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Process and transmit records to receiving schools, districts, or authorized agencies
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Maintain logs of all incoming and outgoing records
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Ensure compliance with FERPA and Texas records management procedures
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Data Entry & Reporting
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Enter and maintain accurate student data in district systems (e.g., PEIMS and special education software)
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Generate reports for administrative use and state reporting requirements
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Review data for accuracy and completeness
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Communication & Customer Service
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Serve as a primary point of contact for parents, staff, and external agencies
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Answer and route phone calls; respond to inquiries in a timely and professional manner
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Greet and assist visitors while maintaining a professional office environment
6. SHARS Medicaid Billing Support
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Assist with SHARS (School Health and Related Services) Medicaid billing processes
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Collect, review, and organize required documentation for reimbursement
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Verify service logs and provider documentation for accuracy
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Support timely submission of billing data
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Maintain compliance with state and federal Medicaid guidelines
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Assist with audits and documentation requests
7. Office Management & Organization
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Maintain organized electronic and paper filing systems
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Sort and distribute incoming mail and documentation
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Monitor and order office supplies as needed
8. Budget & Financial Support
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Assist with purchase orders and budget tracking
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Maintain financial records and monitor expenditures
9. Collaboration & Staff Support
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Support teachers, diagnosticians, and special education staff with documentation and processes
10. Other Duties
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Perform additional duties as assigned
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Effectively manage multiple priorities in a fast-paced environment
Why Join Our District?
- 4-Day School Week
- Small School Atmosphere
- Strong Community Support
- Competitive Salary and Benefits
- Retention Stipends
