DescriptionJob Overview
The Specialist Special Education Records will serve as the first point of contact for all incoming student records requests for students served with special education and/or 504 services. The Specialist Special Education Records will communicate with parents, service providers, and district staff to gather required records, organize and redact if appropriate, and disseminate to requestor. The incumbent will maintain appropriate databases regarding records dissemination according to district, state, and federal requirements.

Position Description

Essential Duties and Responsibilities
Customer Service and Correspondence

• Respond to a high volume of phone calls and email requests by District personnel, state and local agencies, parents, vendors, and community members regarding requests for records
• Communicate with requestor to clarify requests, explain the procedures, and document any concerns or questions regarding requests

Compliance

• Ensure confidentiality of all student records
• Coordinate the gathering of information, documents, reports, and misc. files from various departments and campuses as necessary to respond to various records requests
• Provide special education data as requested in subpoenas for student records and other types of records including criminal and family law matters involving student records, assist with coordinating and overseeing timely compliance, provide support to legal staff and campuses in responding to subpoenas, prepare business affidavits
• Coordinate intake and initial review and analysis of records requests; redacting responsive documents from campuses and administration, based upon a strict timeline
• Ensure management of the department’s records for both destruction and retention
• Maintain updated database (timelines, documents, etc. ) regarding parent/district mediations and/or settlement agreements, TEA Complaints, TEA Mediations, TEA Due Process Hearings, and OCR Complaints for students served with special education and/or 504 services

Supervisory Responsibilities

• None

QualificationsQualification Requirements
To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• Minimum of 48 college hours
• Minimum of 3 years Experience in clerical or legal setting
• Proficiency in computer applications (Microsoft Word/Excel/PowerPoint/Access/PeopleSoft, etc.)
• Ability to organize and prioritize workload; ability to multi-task and perform on deadline
• Professional demeanor, effective communication skills, personal integrity, self-starter and the ability to work with complex issues in a confidential and fast-paced work environment

Physical Requirements/Working Conditions
The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.
The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.

Primary Location: TEXAS-SUGAR LAND

Work Locations: TECHNICAL EDUCATION CENTER 540 DULLES AVENUE SUGAR LAND 77478

Job: Staff

Organization: DEPARTMENT

Position Calendar: 238JUL

School Year:2023-2024

Salary Grade: 406

Unposting Date: Apr 29, 2024, 11:59:00 PM