Special Programs Records Clerk

Job Description

Required Certificates and Licenses: None

Residency Requirements: Texas

Start Date - Immediate

Hourly Rate - $15.00

The Remote Special Programs Records Clerk supports the Records Department by requesting, reviewing, and verifying student records for newly enrolled and withdrawing students across multiple concurrent special programs (Special Education, 504, English Learner/Emergent Bilingual, and Gifted & Talented). This role manages a caseload of approximately 300-400 students per fall term, with individual students frequently enrolled in up to three programs simultaneously, each carrying its own document and compliance requirements the clerk must track at the same time. The role is both clerical and compliance-oriented in nature, requiring accurate data entry, disciplined follow-up, and sound judgment applying program-specific rules to determine whether a document is not only present but current and correct.

K12, a Stride Company, believes in Education for ANYONE. We provide families an online option for a high-quality, personalized education experience. Students can thrive, find their passion, and learn in an environment that encourages discovery at their own pace.

Passionate Educators are needed at the Stride K12 partner school, (TXSS). We want you to be a part of our talented team!

The mission of Stride K12 partner school, (TXSS). is to provide an exemplary individualized and engaging educational experience for students by incorporating school and community/family partnerships coupled with a rigorous curriculum along with a data-driven and student-centered instructional model. Student success will be measured by valid and reliable assessment data, parent and student satisfaction, and continued institutional growth within the academic community. Join us!

ESSENTIAL FUNCTIONS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• Request special programs records for newly enrolled students through Frontline
• Send record-request emails directly to out-of-state (OOS) schools when Frontline is not applicable
• Complete edge-case request formats, including district-specific forms
• Fulfill records requests for withdrawn students within prescribed timelines
• Review all incoming records from every source Frontline, TREx, mail-merge returns, and direct school emails to confirm the file contains the documents required for each of the students' indicated program(s)
• Verify each document is not only present but the correct and current type, applying program-specific rules, for example: SPED (annual ARD dated within one year, with the evaluation listed on the annual ARD); 504 (plan dated within the three-year re-evaluation cycle); EB (original Home Language Survey on file, end-of-year LPAC documentation present); GT (testing and matrix present)
• Identify missing or outdated documents and initiate follow-up requests to obtain what is needed
• Audit student special programs files for accuracy on at least an annual basis
• Monitor the inbox and respond to external school requests and questions in a timely, professional manner
• Timely and accurately complete required forms and create and maintain student files and databases timely and accurately. in special program operating systems, maintain

Performance Expectations

• Review and document compliance notes on a minimum of 100 student files per day
• Move a minimum of 150 students forward in the records process per week
• Manage a full caseload of around 400 students at a time, tracking each student's requirements across up to three concurrent special programs

Supervisory Responsibilities: This position has no formal supervisory responsibilities.

MINIMUM REQUIRED QUALIFICATIONS:

• High school diploma or equivalent AND
• One (1) year of related work experience OR
• An equivalent combination of education and experience
• Proficiency in Microsoft Excel, Word, and Outlook, including comfort working within shared trackers and spreadsheets
• Experience using search engines and online portals for research and verification
• Experience using a student information system and/or other database
• Ability to quickly learn and master new systems/technology, e.g. student records/data systems such as Frontline, TREx, and PowerSchool
• Ability to simultaneously track distinct, program-specific compliance requirements (SPED, 504, GT, EB) for a high-volume caseload
• Excellent organizational and time management skills; ability to meet daily and weekly production targets
• Detail oriented, with the abil