POSITION:  Special Education Records Manager

LOCATION:  Split between Patrick Lynch (3 hours) and Butler Creek (3 hours) Elementary schools, supporting the special education department with compliance and record-keeping.

HOURS:  6 Hours Per Day (8:15am - 2:45pm)

CALENDAR:  193 Days Per Year (August through June)

PAY: $20.40 - $28.24 an hour (Range C)

BENEFITS:  PERS, Medical, Dental, Vision, Optional Insurances, Paid Leaves, Holiday Pay, etc.

START DATE:  August 31, 2026

APPLICATION DEADLINE:  September 30, 2026

 

JOB PURPOSE STATEMENT(S): 

The job of records manager is for the purpose of assisting special education teachers, speech pathologists, etc. in running a well organized, smoothly functioning special education program for eligible students.

 

ESSENTIAL JOB FUNCTIONS:

• Manage the database for special education at each school.
• Monitor enrollment; prepare and submit monthly reports to the District Office.
• Process referrals from parents, teachers, counselors, etc.
• Assign case managers as per SET (Special Education Team) decisions.
• Register new students, obtain IDEA paperwork from prior school, set up files, assign case manager, prepare census registrations, follow up with meetings with the teachers
• Track IEP and triennial eligibility dates; keep case managers aware of due dates.
• Schedule SET, IEP and eligibility meetings, parent conferences, and staffings. Set up and notify parents, teachers, support professionals, school psychologists, counselors and administrators of meetings and conferences.  Prepare paperwork, notify and gather data from teachers, follow up and complete paperwork, distribute to IDEA files, parents, and district office.
• Maintain working files on each special education student.
• Attend special education team meetings and various other meetings for the purpose of taking minutes.

OTHER JOB FUNCTIONS:

• Answer phones for resource room.
• Maintain all special education student records in compliance with federal and state law under the supervision of a licensed staff.
• Prepare, maintain and distribute meeting notes as appropriate.
• Purchase, inventory and maintain files on academic and support materials for special services, prepare requisitions.

JOB REQUIREMENTS – QUALIFICATIONS:

• Experience Preferred: Prior job related experience in a school; considerable personal computer and office experience.
• Skills, Knowledge and/or Abilities Required:

Skilled in working with special education team and students.  Display exceptional patience and understanding of special need students; work cooperatively with people contacted in the course of work; meet the public tactfully and courteously.

 

Knowledge of computers, office procedures and school regulations with regard to special education; modern office machinery; basic computer operation, word processing and other relevant software; proper English usage, spelling, grammar and punctuation.

 

Abilities to sit for prolonged periods, understand and execute oral and written instructions, use good judgment in assigning priorities; show good judgment in identifying, handling and protecting confidential information and maintain the organization of the special education records/program.  Significant physical abilities include reaching/handling, fingering, talking/hearing conversations, near/far visual acuity/depth perception/visual accommodation.

 

Ability to speak a second language preferred.

 

EDUCATION REQUIRED: High School diploma or equivalent, some college education preferred.

 

LICENSES, BONDING AND/OR TESTING REQUIRED:  Criminal Justice Fingerprint Clearance.

 

TERMS OF EMPLOYMENT:  Salary and work year to be established by the Board.

 

EVALUATION:  Performance of this job will be evaluated annually in accordance with provisions of the Board’s Policy on Evaluation of Support Staff Personnel.