Exceptional Student Services Records Clerk

Academies of Math and Science
Exceptional Student Services Record Clerk
Start: ASAP
Location: Phoenix, AZ

Position Summary: The Records Clerk will directly assist the Special Education Compliance Manager by performing clerical, compliance, data management and records management. The Records Clerk will assist with the maintenance of special education records for the network to ensure state and federal standards are maintained along with network policies. Oversee the timely distribution and receipt of special education records for all campuses.

Work Hours: Monday - Friday.

Responsibilities:

Records Management

• Ensure proper maintenance of student records. Certify that records are secure and confidential as directed by federal and state laws and regulations.
• Confirm that Sped records are properly and timely distributed to requesting schools and agencies, for all campuses, in compliance with federal, state and network mandates.
• Ensure the receipt of Sped records for all Sped scholars across all campuses.
• Maintain original student files within the records facility. Ensure all original documents are filed appropriately following a monthly paperwork collection.
• Confirm the proper disposal of archived files 4 years or older.

Data Management

• Assist with Open Enrollment procedures within the ESS Program. Liaison with various teams across the network to ensure proper ESS procedures are being followed and accurate ESS data is received.
• Ensure SchoolMint and eIEP Pro remain up-to-date as student data is received for new enrollments per enrollment procedures.
• Update Accommodation Spreadsheets to ensure all IEPs are reviewed by ESS Leadership and accommodations are sent to Registrars in a timely fashion.

Compliance

• Review SharePoint Data as need and directed. This includes auditing Sped Demographics and Minute Logs.
• Perform quarterly data audits.
• Review data to ensure proper entry into SchoolMint, eIEP Pro, SharePoint, and PowerSchool.
• Certify that proper wet or electronic signatures have been ascertained and uploaded into the Supporting Documentation Section within eIEP Pro.
• Primary DocuSign contact.

Primary contact for new student profile creation in e-IEP Pro