Secretary, Special Programs and Services Records and PEIMS

Secretary, Special Programs and Services – Records and PEIMS

Bastrop Independent School District, Bastrop, Texas

Starting Date: Jul 1, 2026

Position Type: Full Time

Salary: $18.80 to $28.21 per hour

Job : 5782455

Final date to receive applications: Posted until filled

Posted: Jun 15, 2026 5:00 AM (UTC)

Job Title: Secretary, Special Programs and Services Records and PEIMS

Department: Special Programs and Services

Pay Grade: P6

FLSA: Non-Exempt

Supervisor: Associate Director of Special Programs and Services

Under moderate supervision, organize and manage the routine activities necessary for the operation of the special education department, with special focus on records and PEIMS management.

Student Records & Information Management (SPED & 504)

• Database Synchronization & Auditing: Execute routine administrative tasks in electronic student databases (Skyward and Frontline).
• Transfer & Referral Monitoring: Maintain, balance, and audit SPED and Section 504 transfer spreadsheets against Frontline data; track referrals to ensure compliance.
• Records Processing & Fulfillment: Process, receive, and fulfill complex student record requests from internal campuses and outside entities in compliance with FERPA.
• Consent Management: Draft and secure required programmatic documentation to facilitate exchange of sensitive records.

State and Federal Compliance Reporting (PEIMS & Child Find)

• PEIMS Data Entry & Coding: Perform data entry, maintenance, and verification of Special Education and Section 504 Dyslexia PEIMS coding within Skyward and auxiliary databases.
• Child Find Reporting: Process and log initial campus special education referrals into Frontline, capture referral types and regulatory dates, archive completed forms.
• Compliance Tracking & Reactivations: Monitor records to transition students out of active referral statuses and reactivate returning students.
• System Integrity Audits: Audit Alternative Education Program rosters, enrollment/withdrawal reports, and morning agency reports to verify accurate student status labeling.

Department Operations & Special Services Support

• Specialized Transportation Coordination: Process and verify transportation supplements, resolve discrepancies, code students, maintain tracking spreadsheets.
• Frontline Administrative Support: Assist with system administration duties in Frontline (user access, staff directories, email lists, reports).
• Translation & Communications: Provide translation and bilingual support for departmental communications.
• Annual Program Assistance: Support compilation and coordination of data for annual accounting submissions.
• Inventory Control: Manage departmental logistics and asset tracking, including specialty student equipment.

Accounting

• Perform routine bookkeeping tasks and simple arithmetic operations.
• Prepare and process purchase orders and payment authorizations.
• Order and maintain inventory of supplies and equipment.
• Assist with department budgetary matters.
• Process staff travel reimbursement reports.

Other Duties

• Act as confidential assistant to the administration, perform clerical duties related to personnel and confidential matters.
• Maintain confidentiality of sensitive information (FERPA).
• Receive, sort, and distribute mail and documents to staff.
• Receive, store, issue supplies and equipment.
• Keep informed of and comply with state and district policies.
• Promote a positive image to school and community.
• Represent District and Department vision/mission.
• Assist in developing policies and procedures for the Department.
• Attend department and campus meetings and training as required.
• Communicate and collaborate with staff to enhance service delivery.
• Perform other job-related duties as assigned.

Personal computer, printer, calculator, copier, and fax machine

High school diploma or GED

Three years of secretarial experience, preferably in public education.

• Knowledge of school district organization, operations, and administrative policies.
• Ability to multi‑task numerous complex administrative activities.
• Highly proficient in keyboarding, word processing, and file maintenance using Google applications.
• Excellent interpersonal, organizational, and communication skills.
• Good mathematical skills.
• Ability to evaluate data and statistics and translate into a format meeting departmental needs.
• Ability to use personal computer and software to develop spreadsheets, databases, and word processing.
• Ability to initiate and complete projects and programs.
• Ability to research, compile, analyze and report data clearly.

• At least 3 years of relevant experience.
• Citizenship, residency or work visa required.

• Special Programs and Services
• Phone:

This job is only available with equal opportunity relevant to all qualified persons in accordance with applicable laws.