Specialist,Special Education Data and Records Job Fort Collins area,Colorado USA,Administrative/Clerical

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Openings as of 7/27/2026

Specialist, Special Education Data and Records

Position Type:
Administrative Support Staff/ Specialist
Date Posted: 7/23/2026
Date Available:

2026-27
Closing Date: 07/28/2026

Job Title: Specialist, Special Education Data and Records
Pay Program: Support Staff, Non-Exempt
Pay Range: Range 13 $ 24.49 - $27.28
Work Year: Year-Round (260 Days / 8 Hours)
Reports to: Director of Special Education
Direct Reports: This position has no supervisory responsibilities.

Summary

Operating under the direction of the Director of Special Education, this position provides oversight and support for IEP review, compliance monitoring, special education records management, and administration of the District's computerized IEP system. The role ensures accurate documentation, data integrity, and timely reporting in alignment with District, state, and federal requirements. This position monitors compliance through the IEP tracking system, provides technical guidance to staff, and escalates concerns to leadership as needed.

Essential

Responsibilities

To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency of responsibility, percent of time and work year may vary based on department or building assignment.

Job

Responsibility Description 1. IEP Review, Monitoring, and Compliance Support

Review submitted IEPs within the District's computerized IEP system (initials, reevaluations, triennials, annual reviews, amendments, etc.) for accuracy, completeness, and alignment with District, state, and federal requirements.

Monitor IEP timelines, data fields, and reporting requirements through the IEP tracking system; escalates compliance concerns or missed deadlines to Special Education leadership.

Provide timely feedback and guidance to staff to correct documentation or system-entry errors.

Correct technical data errors within the IEP system to ensure accurate state reporting; escalation of compliance concerns as appropriate.

Prepare, organize, and maintain IEP files and supporting documentation within the system.

Coordinate submission of IEP translation requests and maintain related documentation.

2. Records Management and Student Transfers

Maintain and update special education records for students entering, transferring within, or exiting the District.

Manage archiving, retrieval, and retention of records in accordance with District and legal requirements.

Process and coordinate student record requests with outside agencies in compliance with applicable regulations.

Serve as a resource to staff regarding records procedures and documentation requirements.

3. IEP Software System Administration and Technical Support

Administer the District's computerized IEP system, including user access, permissions, and security settings.

Oversee system data integrity to support accurate state reporting and compliance monitoring.

Collaborate with software vendors, District Technology, and CDE to resolve system issues and implement updates.

Provide technical assistance to staff regarding data entry, reporting, and system requirements.

Communicate system updates and procedural guidance to staff.

4. Documentation, Training and Department Support

Maintain and update internal user guides, process documents, and training materials related to the IEP system and special education procedures.

Monitor system usage to identify trends, recurring errors, and training needs; provide targeted support and escalation of concerns as appropriate.

Support onboarding and ongoing training for special education staff and service providers.

Support internal and external audits, including preparation and compilation of required documentation.

Maintain and update Special Education department website content to ensure accurate and current information for staff and families.

Provide clerical and administrative support to the department as assigned.

5. Other Duties

Additional tasks, duties, and responsibilities may be assigned as needed/requested.

Education and Experience

Acceptable demonstration of acceptable education and/or experience will be at the sole discretion of the District.

High School Diploma or equivalent required
Associates' Degree in Business, Library Science, Office Technology or other acceptable equivalent preferred
Three years prior experience in office management, administrative assistant or other applicable experience required
Prior school district, special education, and/or student tracking software system…