Special Services Student Records Technician

Pay Grade: V (Non-Exempt Support Staff Salary System)

Department: Special Services

Accountable To: Director of Special Services

FLSA Status: Non-Exempt

Calendar: 261 Days

Creation/Revision Date: January 8, 2024

Summary:

Under general direction, incumbent(s) oversees the maintenance of special education student records, permanent record cards, and health cards by ensuring records are accurate and complete, organizing and filing records and cards, archiving records and cards, and sending copies to and gathering copies from other schools and outside agencies.

Essential Functions:

• Coordinates and compiles special education student records to include ensuring records are accurate and complete, assisting District staff and parents on completing required paperwork properly, making file folders and filing records, verifying information with student database system, tracking pending information, archiving and destroying old records, copying and sending copy of file to and gathering records from outside agencies and other schools, and ensuring compliance with Arizona Department of Education standards and District procedures.
• Communicates with District staff, parents, outside agencies, and other constituents by providing general information regarding Special Services programs and eligibility, category changes, timelines and procedures, census codes, student records, permanent cards, and subpoenas. Composes memos, letters, forms, e-mails, and reports requested by administration.
• Handles permanent record and health cards to include organizing and filing cards, processing requests from schools, verifying record information, and advising schools on recording and filing requirements. Keeps up-to-date on all requirements by reviewing Arizona records manual. Coordinates transfer of permanent record cards to microfilm and destruction of records cards.
• Maintains databases and spreadsheets of special education student records, enrollment information, and employee group information by entering and tracking basic information.
• Assists the Special Needs Preschool Coordinator by scheduling meetings, answering the telephone and taking messages, gathering requested data, ordering materials from the print shop, and completing and distributing certificates to resource staff upon completion of required seminars.
• Handles the distribution of Special Education packets for services for students attending private schools within District boundaries by receiving request of services, asking for basic student information, and sending packets to private schools and parents. Verifies completed packets and distributes to administration.
• Other job-related duties as assigned.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• One year of office-related experience.

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Associate’s degree in business or related field;
• Proficiency in English and target language.

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description 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.

Skills required, but not limited to, for this position include:

• Utilizing general office practices and procedures;
• Knowing federal laws and state regulations regarding records management;
• Knowing special education programs and staffing patterns;
• Maintaining confidentiality of sensitive information;
• Having time management and organizational skills;
• Using computer software related programs;
• Understanding student records requirements;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds.

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Working Conditions:

The working…