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Special Education Records Specialist

GEORGIA CYBER ACADEMY

This is a Full-time position in Atlanta, GA posted November 7, 2021.

SUMMARY: The Special Education Records Specialist is a part-time, in office position responsible for maintaining all special education files for students with disabilities in a well-organized, compliant manner. The position also performs related activities including facilitating special education environments by working cooperatively with the enrollment team, performing data entry into appropriate information databases, processing external records requests, and supporting leadership’s efforts to communicate, develop, and deliver compliance information to special education staff.

ESSENTIAL FUNCTIONS: The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

  • Maintains all special education files for students with disabilities including but not limited to organization of files, related services files, individualized education plans (IEP), evaluation team reports; Ensures that all signature pages for these documents are obtained and filed; Coordinates with special education teachers for missing documents;

  • Coordinates with all departments (psychologists, related services, gifted, and special education compliance departments) to receive and file reports, as necessary.

  • Cooperates with enrollment team to facilitate new student enrollments in special education.

  • Processes incoming records; Uploads them to appropriate database.

  • Ensures that all students in the special education and gifted database have current information and files are complete as required by Georgia Department of Education (DOE)

  • Processes requests for records from outside School Systems/Agencies within the prescribed time-period (24 hours).

  • Assists with emails, phone calls, parent/school inquires as it pertains to enrollment and records.

  • Assists in regular file reviews to ensure compliancy including verifying the presence of documents.

  • Coordinates with other departments to cross-train in various areas of special education when enrollment has ended, and support is needed to maintain general records compliance.

  • Contacts School districts to acquire student records information for enrollment and file completion.

  • Communicates with parents tactfully and with sensitivity, recognizes and maintains confidentiality in job related matters.

  • Maintains up to date electronic and paper files in preparation for monthly audits of records.

  • Maintains and update paper records in file room to ensure that folders are in appropriate drawers for active and withdrawn students.

Supervisory Responsibilities: This role has no supervisory responsibilities.

MINIMUM REQUIRED QUALIFICATIONS:

  • High school diploma or General Education Development (GED) Certificate AND

  • One (1) year of related work experience OR

  • An equivalent combination of education and experience

Certificates and licenses: None required

OTHER REQUIRED QUALIFICATIONS:

  • Knowledge of, or the ability to learn, Georgia’s special education compliance requirements

  • Demonstrated organizational skills and knowledge of systematic filing procedures

  • Ability to function as part of a team of office professionals

  • Good verbal and written communication skills

  • Ability to use web-based database programs to enter and monitor special education information

  • Some proficiency in Microsoft Outlook, Word and Excel

  • Ability to travel 25%

  • Ability to pass required background check

DESIRED QUALIFICATIONS:

  • Associates degree

  • Two (2) years of experience

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • This is an office-based position. The noise level in the office is usually moderate (computers, printers, light, foot traffic).

The above job is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. All employment is “at-will” as governed by the law of the state where the employee works. It is further understood that the “at-will” nature of employment is one aspect of employment that cannot be changed except in writing and signed by an authorized officer.

Employment Type: Part Time
Years Experience: 1 – 3 years
Bonus/Commission: No

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