IDEA Special Education Data Clerk

The Special Education Data Clerk supports accurate and timely student records and data management across Special Education. As part of the records process, this role supports the review and verification of records collected to ensure information is accurate, complete, and appropriately reflected within Special Education systems. The role works collaboratively with Records, Enrollment, and Special Education and counseling teams to support the transition from records collection to appropriate student placement, access to supportive classrooms and services, and timely IEP implementation. The role also supports data entry and maintenance within designated systems, identification and resolution of records or data discrepancies, ongoing audits, and collaboration across departments to promote accurate Special Education programming and compliance. Supervisory Responsibilities: This position has no formal supervisory responsibilities. Reports to: Assistant Manager of Special Education. Job Type: Regular.

Responsibilities

Support the records collection process by monitoring incoming Special Education records and documentation; Review collected records and student information for completeness and accuracy, including IEPs, FIEs/evaluations, prior services, and other relevant documentation; Conduct additional research and missing-document searches when needed; Identify missing, incomplete, outdated, or conflicting information and communicate follow-up needs; Ensure documentation is organized, uploaded, and entered into Frontline and applicable school systems; Provide direct, timely, and professional communication with families, staff, and stakeholders regarding student movement, documentation needs, placement status, and next steps; Track students from initial records receipt through Special Education review, placement, and implementation; Monitor completion of required placement steps, supportive classroom assignments, and services; Maintain accurate student information, status updates, trackers, and documentation; Track student movement and changes that may impact placement, services, or IEP implementation; Collaborate with Records, Enrollment, Special Education, and school teams; Follow established processes and support refinement of workflows; Conduct ongoing audits of Special Education records, data, placement, and system information; Identify discrepancies between student records, Frontline, school systems, placement information, and current services; Monitor for incomplete processes and unresolved records concerns; Route identified concerns to the appropriate team or leader and track resolution; Support targeted audits, including Frontline cleanup, missing documentation, and records conflicts; Use audit findings to identify recurring gaps and support process improvements; Manage a high-volume caseload while maintaining accuracy and attention to detail; Complete assigned records review, data entry, placement tracking, audits, and follow-up within established timelines; Meet applicable school, company, district, state, and federal deadlines; Prioritize time-sensitive student needs and compliance requirements; Maintain accurate information across Frontline, school systems, trackers, and other platforms; Communicate proactively when barriers or workload concerns may impact student services; Maintain confidentiality, accuracy, and professional standards when handling student information

Requirements

No certificates or licenses required