POSITION: Special Education Management System ClerkEXEMPT STATUS: Non-ExemptNUMBER OF DAYS: 197PAY GRADE: According to district approved calendar DEPARTMENT: Special ServicesREPORTS TO: Executive Director of Special ServicesSUPERVISES: NoneEDUCATION: High School Diploma or GEDEXPERIENCE:
- Experience in attendance accounting and secretarial office skills
- Competency in typing, transcription, filing procedures, and office records
POSITION FUNCTION/PURPOSEClerical and administrative duties of the Special Education Management System are assigned to perform routine task under the direction and supervision of the Special Education Director.Date:Click here to enter a date.ESSENTIAL FUNCTIONS1. Maintain audit files for special education students, including data entry, copying and filing.2. File ARD's and reports for Special Education diagnosticians in all student files3. Generate computer reports for diagnosticians, director, and supervisor.4. Secure and send out requested Special Education records5. Keep records of department personnel contact information and absentee forms.6. Notify campus staff and department staff of missing or late special education records.7. Interact with PEIMS Specialist to correct computer report (PEIMS) for TEA.8. Inventory, order and provide for distribution of forms.9. Answer phones, and directs calls. 10. Perform other duties as may be assigned.MEDICAID DUTIES1. Export student data three times a year for verification of eligibility2. Check Medicaid eligibility on new and transfer students and update special education system3. Have SHARS service providers sign the signature authorization form each year and submit them for e-SHARS access4. Coordinate SHARS training session at beginning of each school year5. Run reports on e-SHARS system to verify that service providers are billing regularly6. Remind staff by e-mail to enter SHARS service data monthly7. Download and copy Remittance Reports weekly to Sped Secretary and Accounting Dept. for verification of Medicaid deposits8. Collect and send transportation tickets monthly for processing 9. Track and log OT and PT student prescription dates for billing Medicaid10. Verify SHARS portion of MAC participant list11. Assist MAC coordinator with planning MAC training session at beginning of each school year12. Complete update-training with SHARS providers for each quarter they are selected to participate in MACSEM/ARD DUTIES1. Process ARDs (check for typographical errors and missing components and maintain database) per departmental timelines2. Coordinate with the PEIMS Specialist to log and file Student History (PEIMS) forms which are turned in with each ARD3. Generate weekly/monthly reports per departmental guidelines/requests4. Enter special education PEIMS information into TISD system per timelines5. Verify PEIMS/TISD information per departmental timelines6. Audit PEIMS information for October capture date7. Update SEM information on regular ba8. Install SEM for Sped Staff when requested9. Unlock ARD/FIE documents as requested10. Transfer students between databases as needed11. Run end of year reports and prepare for yearend rollover12. Run specific reports as requested by supervisor/directorDate:Click here to enter a date.WORK ENVIRONMENTThe environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made if necessary while performing the duties of this job, the employee is regularly required to sit; stand; move throughout the room and/or facility; communicate verbally and electronically; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; kneel, stoop, crouch, and/or crawl; and climb or balance. Regularly required to lift or exert force of up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus. Regular attendance required.Equipment used1. Telephone2. Computer and printer3. Calculator4. Copy MachineThe above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive description of all work requirements and responsibilities. Additionally, the minimum level of education noted as a requirement could be supplemented by commensurate experience and/or certification(s) as determined by the hiring manager.Revision Date11/01/2023All MISD employees are expected to maintain an extreme degree of confidentiality by following the Family Educational Rights and Privacy Act (FERPA) for student information and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) for employee and student information. Midland Independent School District provides equal employment opportunities to all employees and applicants foremployment and prohibits discrimination and harassment of any type without regard to race,color, religion, age, sex (including pregnancy), national origin, disability status, genetics, protected veteran status,sexual orientation, gender identity or expression, or any other characteristic protected byfederal, state or local laws.This policy applies to all terms and conditions of employment, including recruiting, hiring,placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.