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Special Education Clerk - San Antonio (Immediate Opening)

School Year: 2023-2024
Location: San Antonio Regional Office
Region: San Antonio, TX
Category: Headquarters
Job Type: Full-Time


Special Education Clerk


Position Overview: The role of the Special Education Clerk is to assist in the attainment of district goals by providing clerical support, records management, and administrative assistance to the Special Education Lead Team.  The Special Education Clerk is primarily responsible for the request of and management of special education records for both students and staff including, but not limited to special education records, district reporting of special education data, accounting for the special education budget, and other such responsibilities as assigned.  This position also provides administrative support such as greeting and attending to special education office visitors, answering phone calls, taking and relaying messages.  


Location: This is a full-time role based in San Antonio, TX, with preference given to candidates who live in San Antonio or who are willing to relocate.  


What You’ll Do:


In this role you will:



  • Reviews PIEMS and eSped reports regularly to track all meetings held
  • Sort all reports by student, tracks that all reports are received, and notifies special education manager of missing information on the 2nd and 4th Friday of each month
  • Inputs all Individual Education Plan (IEP) information into PIEMS accurately weekly
  • Review list of new students receiving special education services and ensure that the Release of Records form has been signed by the parent
  • Tracks Release of Records forms that are received, and notifies special education manager of missing forms on the 2nd and 4th Friday of each month
  • Request student records from previous district using  Texas Records Exchange (TREx) and eSped
  • File all correspondences, records and reports in student eligibility folders 
  • Maintains accurate student records, moving students from active to inactive status if needed
  • Perform periodic audits of eligibility folders to ensure compliance with federal and state statutes and regulatory requirements
  • Upon written request, release student information from special education eligibility folders to requesting district or agency in accordance with FERPA guidelines and department procedures
  • Orders special education supplies
  • Submits orders requests for purchase orders
  • Reconcile credit cards and prepare monthly expense report
  • Submit reimbursement for employee travel for professional development
  • Maintains receipts, logs, and other financial documents for auditing purposes
  • Month end close for all accounts is done by the 10th of the month
  • Demonstrates positive interpersonal relationships with staff and parents and maintains confidentiality 
  • Responds to requests within 48 hours
  • Adheres to district policies and administrative procedures as well as states and federal laws, rules, and regulations
  • Answers phone calls, direct calls, and takes and relays messages
  • Arranges travel logistics for the special education team
  • Assist in arranging all logistics for regional professional development and training
  • Run reports on eSHARS to monitor for compliance
  • Track TSBS survey completion 
  • Follow up with Case Manager on SHARS submissions
  • Ensuring Medicaid consent compliance


 What You Bring:


Required Experience:

  • Education: Associates degree or some college preferred
  • Experience in working with records or in a field where maintaining records was a key skill


What We Offer


Compensation & Benefits:

Salaries for people entering this role typically fall between $18.49/hr and $23.11/hr, commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for a performance bonus based on team performance and goal attainment. Additionally, we offer medical, dental, vision, and supplemental benefits as well as retirement plans and a generous vacation package. You can find more information about our benefits at



Learn more about IDEA

At IDEA the Staff Culture and Belonging Team uses our Core Values to promote human connection and a culture of integrity, respect, and belonging for all Team and Family members.  Learn more about our Commitment to Core Values here:



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