About this role
Responsibilities
• Administrative & Clerical Support
• Provide direct administrative and secretarial support to the Director of Special Education and department staff
• Prepare correspondence, reports, agendas, and official documentation
• Manage calendars, appointments, and daily office operations
• Record and maintain minutes for department meetings
• Student Records Management & File Creation
• Create and maintain special education student records in compliance with district, state, and federal regulations
• Organize and file documentation including IEPs, evaluation reports, ARD paperwork, and eligibility records
• Ensure strict confidentiality and secure handling of all student information
• Records Requests & Transfers
• Request student records from previous schools or districts upon enrollment
• Process and transmit records to receiving schools, districts, or authorized agencies
• Maintain logs of all incoming and outgoing records
• Ensure compliance with FERPA and Texas records management procedures
• Data Entry & Reporting
• Enter and maintain accurate student data in district systems (e.g., PEIMS and special education software)
• Generate reports for administrative use and state reporting requirements
• Review data for accuracy and completeness
• Communication & Customer Service
• Serve as a primary point of contact for parents, staff, and external agencies
• Answer and route phone calls; respond to inquiries in a timely and professional manner
• Greet and assist visitors while maintaining a professional office environment
6. SHARS Medicaid Billing Support
• Assist with SHARS (School Health and Related Services) Medicaid billing processes
• Collect, review, and organize required documentation for reimbursement
• Verify service logs and provider documentation for accuracy
• Support timely submission of billing data
• Maintain compliance with state and federal Medicaid guidelines
• Assist with audits and documentation requests
7. Office Management & Organization
• Maintain organized electronic and paper filing systems
• Sort and distribute incoming mail and documentation
• Monitor and order office supplies as needed
8. Budget & Financial Support
• Assist with purchase orders and budget tracking
• Maintain financial records and monitor expenditures
9. Collaboration & Staff Support
• Support teachers, diagnosticians, and special education staff with documentation and processes
10. Other Duties
• Perform additional duties as assigned
• Effectively manage multiple priorities in a fast-paced environment
Why Join Our District? • 4-Day School Week • Small School Atmosphere • Strong Community Support • Competitive Salary and Benefits • Retention Stipends