Records Management Associate Jobs in Austin, TX (NOW HIRING)

Description
Special Education Clerk
Role Mission: The Special Education Clerk plays a vital role in supporting the district's special education program by providing clerical, records management, and administrative support to the Special Education Lead Team. This position is responsible for ensuring compliance with state and federal regulations, maintaining accurate student records, and assisting with financial and logistical tasks related to special education services. The Special Education Clerk also facilitates communication between departments and staff, ensuring that all requests and tasks are handled efficiently and professionally.
Supervisory Responsibilities: None
Location: This is a full-time hybrid position based in Austin, with preference given to candidates who live in the region, or who are willing to relocate.
Travel Expectations: None
What You'll Do - Accountabilities
Essential Duties:

• Review and audit PEIMS reports regularly to track meetings and ensure accurate documentation
• Organize, sort, and monitor student records, ensuring all required documentation is received and notify the Special Education Manager of any missing information
• Utilize the STREAM report to identify newly enrolled special education students; promptly request records from previous districts and update tracking systems for leadership use
• Accurately input and audit Individual Education Plan (IEP) data into the district's Student Information System
• Utilize trackers to provide Progress to Goals (PTGs) to the special education team for monitoring student progress and compliance
• Request and manage student records through Texas Records Exchange (TREx), Frontline eSPED, phone calls, emails, faxes, and any other available methods, ensuring compliance with FERPA guidelines and department procedures

Additional Duties and Responsibilities:

• Conduct periodic eligibility folder audits to ensure compliance with federal and state regulations
• Manage special education supply orders and submit purchase order requests
• Request various medical forms from doctors' offices and work with regional campus clerks to process REQs for doctor payments
• Process employee travel reimbursements for professional development and ensure submissions are completed by the business office's designated due date
• Maintain financial records, receipts, and logs for auditing purposes
• Reconcile credit card transactions and prepare accurate monthly expense reports for review and submission
• Coordinate travel arrangements for the special education team and assist in organizing regional professional development and training logistics
• Ensure Medicaid consent compliance
• Responsible for tracking SSA/DDS requests, ensuring all required forms are completed and records collected, and forwarding the full packet to the designated staff member for submission
• Respond to all emails, phone calls, Frontline requests, and other inquiries within 48 hours
• Foster positive interpersonal relationships with staff and parents while upholding confidentiality and adhering to district policies, administrative procedures, and federal/state laws

What You Will Bring - Competencies
Build a Culture of Trust: This team member consistently demonstrates self-awareness and emotional intelligence, fostering psychological safety and trust within the team. They build respectful, reliable relationships and engage in direct, compassionate feedback, supporting a culture of honesty and mutual respect.
Communicate Deliberately: This team member communicates clearly and professionally, delivering concise messages tailored to their audience. They actively listen, engage in dialogue by asking and clarifying questions, and follow up to ensure shared understanding in both individual and group settings.
Grow Self and Others: This team member demonstrates self-awareness by actively seeking and thoughtfully responding to feedback with curiosity and a growth mindset. They identify development areas, implement feedback when appropriate, and pursue opportunities to build their knowledge and skills.
Make Strategic Decisions: This team member makes informed decisions by gathering reliable information, asking clarifying questions, and evaluating multiple options. They thoughtfully align their choices with team objectives, current responsibilities, and the broader mission of the organization.
Manage Work and Teams: This team member sets clear, measurable goals and regularly reflects on progress, adjusting actions as needed. They prioritize work aligned with their goals using a task management system and consistently meet deadlines through effective time management.
Additional Skills: N/A
Required Education and Experience:
Education: Associates degree or some college preferred
Strong background in administrative support, records management, and compliance tracking, particularly within an educational or special education setting
Understanding of FERPA regulations and handling confidential student records
Preferred Education and Experience: N/A
Physical Requirements:
Sit for long periods of time, lift up to 15lbs
What We Offer:
Compensation & Benefits:
Salaries for people entering this role typically fall between $18.86/hr and $23.57/hr, commensurate with relevant experience and qualifications and in alignment with internal equity.This role is also eligible for performance pay based on organizational performance and goal attainment.
Additionally, we offer medical, dental, and vision plans, disability, life insurance, parenting benefits, flexible spending account options, generous vacation time, referral bonuses, professional development, and a 403(b) plan. You can find more information about our benefits at https://ideapublicschools.org/careers/benefits/.
* IDEA may offer a relocation stipend to defray the cost of moving for this role, if applicable.
Application process:
Submit your application online through Jobvite. Please note that applications will be reviewed on an ongoing basis until the position is filled. Applicants are encouraged to apply as early as possible.
Learn more about IDEA
At IDEA the Staff Experience 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: https://ideapublicschools.org/our-story/#core-values
IDEA Public Schools does not discriminate on the basis of race, color, national origin, age, sex or disability, in admission or access to, or treatment of employment in its programs and activities. Any person having inquiries concerning the organization's compliance with the regulations implementing Title VI of Civil Rights Act of 1964 (Title VI), Section 504 of the Rehabilitation Act of 1973 (Section 504), or Title II of the Americans with Disabilities Act of 1990 (ADA), may contact IDEA Human Resources at (956) 377-8000.