SPECIAL PROGRAMS DATA CLERK

Reports to: Director of 504 or SPED Date Revised: 4/20/2026
Dept/School: Special Programs

Primary Purpose:

To facilitate the smooth operation of Section 504 and special education programming by managing

documentation, coordinating meeting logistics, and maintaining student records. The Special Programs

Clerk ensures that the department remains compliant with state and federal regulations while providing

administrative support that allows instructional staff and coordinators to focus on student outcomes.

Qualifications:

Education/Certification

• High School Diploma or GED
• Demonstrate interest in and aptitude for work to be performed
• Ability to be flexible and to grow professionally
• Organizational and communication skills
• Keyboarding and computer proficiency
• To comply with the “No Child Left Behind” requirements, at least 48 semester hours of college

credit or hold the Educational Aid Certification (TEA).

Special Knowledge/Skills

• 2 years clerical/data experience, preferably in public education
• Direct experience with Qmlativ and Frontline (Archive Manager) preferred
• Strong verbal and written skills for parent outreach and documentation
• Ability to manage complex filing systems and multi-campus responsibilities
• Strict adherence to FERPA guidelines regarding sensitive student information
• Proven ability to manage multiple deadlines and high volumes of paperwork simultaneously

Major Responsibilities and Duties:

Meeting Coordination & Preparation

1. Handle all aspects of scheduling for program meetings (ARD/504), ensuring all required
stakeholders are notified and available.

2. Generate and distribute official meeting notices to parents, teachers, and administrators within
required legal timeframes.

3. Distribute teacher input forms, collect completed data, and ensure information is uploaded and
ready for review during meetings.

4. Prepare and organize meeting documentation in advance to streamline the process, allowing
meetings to be closed out quickly and efficiently.

Records Management & Systems Integration

5. Access and manage student records within the district’s student information system (i.e.
Qmlativ) and process student updates in the district’s special programs software (i.e. Frontline).

6. Organize and collate 504/ARD documents immediately following meetings; scan and upload all
finalized paperwork to Archive Manager in Frontline. Submit any necessary PEIMS information

timely, following the district process.

7. Maintain and organize special program files, ensuring all documents are filed accurately and are
easily accessible for audits.

8. Assist in the dissemination of student 504/IEP documents to relevant staff after annual or
review/revision meetings to ensure instructional compliance.

Compliance & Operations

9. Process student withdrawals within the Frontline system to ensure accurate enrollment data and
record transfers.

10. Run reports and support staff in verifying STAAR accommodations for district and state
assessments as directed by the Coordinator

11. Maintain the electronic filing system, archiving documents into the corresponding folders,
ensuring all documentation is uploaded and organized.

12. Provide clerical assistance as needed to support the Special Programs department's goals and
deadlines.

Professionalism & Teamwork

13. Actively promote a positive attitude toward special needs students and the essential services
provided by the district.

14. Maintain positive, cooperative working relationships with colleagues and demonstrate a
team-oriented approach to daily district business.

15. Comply with all instructions from supervisors and perform other tasks or responsibilities as
assigned to meet department needs.

16. Behave in a professional manner at all times when representing the district.

Additional Duties

Royse City ISD retains the right to adjust the responsibilities and assignments of all positions as needed
to meet the needs of the District.