Special Programs Records Clerk

The Remote Special Programs Records Clerk supports the Records Department by requesting, reviewing, and verifying student records for newly enrolled and withdrawing students across multiple concurrent special programs (Special Education, 504, English Learner/Emergent Bilingual, and Gifted & Talented). This role manages a caseload of approximately 300–400 students per fall term, with individual students frequently enrolled in up to three programs simultaneously, each carrying its own document and compliance requirements the clerk must track at the same time. The role is both clerical and compliance-oriented in nature, requiring accurate data entry, disciplined follow-up, and sound judgment applying program-specific rules to determine whether a document is not only present but current and correct.

Responsibilities

Request special programs records for newly enrolled students through Frontline; Send record-request emails directly to out-of-state (OOS) schools when Frontline is not applicable; Complete edge-case request formats, including district-specific forms; Fulfill records requests for withdrawn students within prescribed timelines; Review all incoming records from every source (Frontline, TREx, mail-merge returns, and direct school emails) to confirm the file contains the documents required for each of the students' indicated program(s); Verify each document is not only present but the correct and current type, applying program-specific rules, for example: SPED (annual ARD dated within one year, with the evaluation listed on the annual ARD); 504 (plan dated within the three-year re-evaluation cycle); EB (original Home Language Survey on file, end-of-year LPAC documentation present); GT (testing and matrix present); Identify missing or outdated documents and initiate follow-up requests to obtain what is needed; Audit student special programs files for accuracy on at least an annual basis; Monitor the inbox and 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 in special program operating systems

Requirements

Residency Requirements: Texas; High school diploma or equivalent; One (1) year of related work experience OR equivalent combination of education and experience; Proficiency in Microsoft Excel, Word, and Outlook, including comfort working within shared trackers and spreadsheets; 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, e.g. student records/data systems such as Frontline, TREx, and PowerSchool; Ability to simultaneously track distinct, program-specific compliance requirements (SPED, 504, GT, EB) for a high-volume caseload; Excellent organizational and time management skills; ability to meet daily and weekly production targets; Detail oriented, with the ability to identify errors or gaps in student records and data; Ability to maintain confidentiality and comply with FERPA; Strong written and verbal communication skills for correspondence with schools, parents, and internal staff; Able to multi-task and complete high volumes of work quickly and accurately; Customer service oriented; Ability to work independently; Flexible, team-player; adapts to a changing office environment; Ability to travel as required, up to 25% of the time; Ability to pass required background check

Nice to have

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