This is a full-time Classified position.
The Educational Assistant/Special Education Records Clerk is a full-time position responsible for maintaining all special education files for students with disabilities in a well-organized, compliant manner. The position also performs related activities including facilitating special education enrollments by working cooperatively with the enrollment team, performing data entry into appropriate information databases, processing external records requests, and supporting leadership's efforts to communicate, develop and deliver compliance training to special education staff.
Essential Functions: The below statements are intended to help describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Maintains all special education files for students with disabilities including but not limited to organization of files, related services files, individualized education plans (IEP), evaluation team reports; Ensures that all signature pages for these documents are obtained and filed; Coordinates with special education teachers for missing documents.- Coordinate with all departments (psychologists, related services and special education compliance departments) to receive and file reports as necessary.
- Cooperates with enrollment team to facilitate new student enrollments in special education.
- Processes incoming records; Uploads them to the appropriate database.
- Ensures that all students in the special education database have current information and files are complete as required by Tennessee Department of Education (DOE).
- Processes requests for records from outside School Systems/Agencies within the prescribed time period (24 hours).
- Assists in regular file reviews to ensure compliancy including verifying the presence of documents.
- Works with the Director, Special Education and other administrative staff to develop and present appropriate training to special education staff to support compliance efforts.
- Coordinates with other departments to cross-train in various areas of special education when enrollment has ended and support is needed to maintain overall department compliance.
- Contacts School districts to acquire student records information for enrollment and file completion.
- Communicates with parents tactfully and with sensitivity, recognizes and maintains confidentiality in job-related matters.
- Maintains up to date electronic and paper files in preparation for monthly audits of records.
- Runs withdrawal reports on a weekly basis and ensures that all systems are updated appropriately and accurately.
- Maintains and updates paper records to ensure that folders are in appropriate drawers for active and withdrawn students.
Requirements
Minimum Required Qualifications:
- High school diploma or General Educational Development (GED) Certificate AND
- One (1) year of clerical work experience OR
- Equivalent combination of education and experience
Certificates and Licenses: None required.
Other Required Skills & Abilities:
Knowledge of, or the ability to learn Tennessee's special education compliance requirements- Demonstrated organizational skills and knowledge of systematic filing procedures
- Ability to function as part of a team of office professionals
- Good verbal and written communication skills
- Ability to use web-based database programs to enter and monitor special education information
- Some proficiency in Microsoft Outlook, Word and Excel
- Ability to pass required background checks
Preferred Qualifications:
Associates or higher degree- Two (2) years of experience
Candidates must submit an online application, minimum of two (2) Professional references (work related references), proof of two (2) years college credits or Para-Professional test results, and submit to other required screenings as required. All supporting documents should be attached during the application process.
Candidates that have at least two years of college credits will be exempt from the Para-Professional testing. All other candidates that have less than two years of college credits must schedule a date to take the Para-Professional test. A successful passing score of 456 is required.
