Special Education Records Specialist

Job Description: Special Education Records Specialist

Job Title: Special Education Records Specialist

Department: Special Education

Reports To: Special Education Director

Location: Special Education Office Silver Consolidated Schools

Employment Type: Full Time

Position Summary:

The Special Education Records Specialist is responsible for maintaining, organizing, and ensuring the accurate handling of special education records for students within the district or organization. This position involves managing confidential student data, reviewing special education documentation for accuracy and completeness and coordinating with appropriate staff to address needed corrections, and working closely with educational staff to ensure proper documentation for special education services.

Key Responsibilities:

• Maintain and manage accurate and up-to-date special education records for all students with Individualized Education Plans (IEPs).
• Ensure that all special education documentation complies with state, federal, and local laws, including IDEA (Individuals with Disabilities Education Act) and FERPA (Family Educational Rights and Privacy Act).
• Organize, file, and safeguard special education records in both electronic and physical formats.
• Assist in the preparation of IEP documents and related paperwork for meetings, reviews, and audits.
• Track mandated special education timelines, including annual IEP reviews and reevaluations, and notify appropriate staff and administration of upcoming deadlines, missing documentation, or potential compliance concerns.
• Collaborate with special education staff, administrators, and parents to ensure accuracy and completeness of student records.
• Support the development and maintenance of data systems for tracking special education services, accommodations, and assessments.
• Assist in the preparation of reports, audits, and compliance documentation for internal and external reviews.
• Respond to requests for student records in accordance with district policies and legal requirements.
• Participate in training and professional development to stay current with relevant regulations and best practices for recordkeeping.
• Ensure proper handling of confidential information, including maintaining the privacy and security of student records.

Qualifications:

Education and Experience:

• High school diploma or equivalent required; Associate''s degree or higher in a relevant field preferred.
• Previous experience in special education, educational administration, or a related field is a plus.
• Familiarity with IEP documentation, special education law, and student records management.
• Knowledge of FERPA, IDEA, and other relevant education regulations.

Skills and Abilities:

• Strong organizational skills with attention to detail.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency in Google Workspace, Microsoft Office, DocuSign, and student information/special education systems such as PowerSchool and Synergy. Strong communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• Time management skills to meet deadlines and ensure compliance with legal requirements.
• Ability to handle multiple tasks in a fast-paced environment.

Working Conditions:

• This position typically requires working in an office environment within a school district or educational facility.
• Occasional evening or weekend work may be required to attend meetings or meet deadlines.

Physical Requirements:

• Ability to sit at a desk for extended periods.
• Occasional lifting of files and records (up to 25 lbs).