Performs, under minimal supervision, specific duties associated with the district-wide registration of students with disabilities. This includes maintaining a comprehensive database of all students with disabilities and preparing a variety of reports for use at the local, state and national level.

II. POSITION CHARACTERISTICS:

Salary: On schedule
Length of contract:  12 months

III. POSITION RELATIONSHIPS:

Reports to: Executive Director of Student Services
Coordinates with: Student Services Staff, special education teachers, related services providers, building secretaries and registrars
Type of coordination:  As directed by administrators or others with coordination responsibilities

IV. POSITION QUALIFICATIONS:

1. Minimum Training and Experience: 
   1. High school graduation with course work in secretarial skills, or at least two (2) years of relevant secretarial experience. 
   2. Completion of recognized training in computer software programs (e.g., Microsoft Word, Works, Excel, Front page, Power Point). Microsoft Mous certification preferred. 
   3. Some experience, preferably in a school setting, working with student records and/or maintaining a database. 
   4. Successful completion of a clerical/secretarial skills test.
2. Special Requirements of the position:
   1. Must demonstrate a clear commitment to accuracy and be able to pay attention to detail. 
   2. Must have solid interpersonal skills and an ability to get along with people. 
   3. Must be able to maintain confidentiality. 
   4. Must be able to work successfully on several projects simultaneously. 
   5. Must demonstrate a service orientation when working with students, staff and administrators. 
   6. Must demonstrate the ability to exercise sound judgment and make good decisions. 
   7. Must have knowledge of the record keeping required to maintain accurate records for students with disabilities.

V. POSITION RESPONSIBILITIES:

1. Process special education referrals and evaluations.
2. Prepare evaluation recommendations, which includes gathering necessary reports and IEP's, to complete evaluation packets.
3. Add special education students to enrollment and enter student information into the data management system.
4. Contact registrars or building secretaries for student starting dates or program changes.
5. Send evaluation packets to be copied and distribute to schools for the student files.
6. File information in student folders.
7. Monitor placements not signed and contact parents, case managers and/or teachers.
8. Run labels for all special education students for bulk mailings when needed.
9. Keep data current and accurate within the data management system for all special education students.
10. Maintain accurate projected enrollments for the next school year.
11. Prepare enrollment information for the 3rd Friday in September and 2nd Friday in January report.
12. Prepare the December 1st count for State/Federal reporting.
13. Prepare monthly enrollment reports, which include the number of special education students receiving primary and supportive services.
14. Maintain status for the Transfer of Service report.
15. Keep track of Open Enrollment students who receive special education services.
16. Coordinate with Pentamation users regarding special education information.
17. Gather all special education student's IEP's from teachers for files in the Special Education Department.
18. Request records for special education transfer students.
19. Send information/files to schools and organizations as requested.
20. Serve as receptionist for answering/directing calls or messages to appropriate persons.
21. Performs other duties as assigned.

Revised 12/88
Revised 11/99
Revised 10/02 (changed from Special Education Clerk)