8 Hour Student Services Records Clerk – Student Services – Regular

Bend-La Pine Schools; Bend (OR); On-site; USD 38,000 - 52,000; Full time

Job summary

Bend-La Pine Schools is seeking a Special Programs Records Clerk to support the department by processing student records, coordinating with parents, staff and outside agencies to ensure compliance with federally mandated special education law.

Under limited supervision, the clerk handles documentation such as IEPs, meetings, attendance and signatures, while maintaining confidentiality and accuracy across multiple sites. Experience with IDEA compliance and Google Suite is beneficial.

Qualifications

• High school diploma and up to two years of advanced training/experience in the specific job requirements.
• Ability to understand technical instructions (computer software).
• Comprehensive knowledge of grammar and the ability to compose routine correspondence."],
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Responsibilities

• Reviews student special education documentation for compliance with State and Federal guidelines and assists staff in the correction process
• Supports Learning Specialists, Speech Pathologists, and School Psychologists with questions regarding State and Federal guidelines
• Supports documentation regarding evaluation planning
• Maintains confidentiality of student records
• Coordinates with parents, BLP staff, ESD staff and outside agencies
• Assists with evaluating and coordinating IEP meetings and documentation
• Retrieves signatures from parents and staff on required documentation
• Uploads documentation such as Meeting Notes, Attendance, Evaluation Reports
• Answers phones from staff, parents, and outside agencies
• Distributes completed IEPs and supporting documentation
• Completes requests for records for current and former students
• Keeps current on IDEA laws via trainings
• Performs other related duties as assigned
• Occasional travel between sites may be required

Skills

Reading instructions

Written communication

Organization

Confidentiality

Interpersonal skills

Multitasking

Time management

Adaptability

Education

High school diploma

Up to two years advanced training/experience

Tools

Google Suite (Forms, Sheets, Docs)

Office equipment

Job description

Brief Description Bend-La Pine Schools Bend, Oregon 97703 Bend-La Pine Schools is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, programs, operations, practices, and resource allocations.

Studies have shown that some individuals (women and people of color, for example) are less likely to apply for jobs unless they believe they meet every single qualification in a job description. Our goal is to find the best candidate for the position, and we acknowledge that that candidate may be an individual from a less traditional background. We encourage you to apply, even if you don’t believe you meet every one of our qualifications described. If you are unsure whether you meet the qualifications of a position, or how this would be determined, please feel free to contact Human Resources to discuss your application.

Position Title: SPECIAL PROGRAMS RECORDS CLERK Department: Special Programs Reports To: Executive Director of Special Programs, Director of Special Programs Job Definition With limited supervision by Special Programs staff, the Special Education Records Clerk performs a wide variety of clerical duties. The employee processes records, reviews information, and coordinates with outside agencies, parents, students and staff to assist in complying with federally mandated special education law.

Essential Job Functions

• Reviews student special education documentation for compliance with State and Federal guidelines and assists staff in the correction process
• Supports Learning Specialists, Speech Pathologists, and School Psychologists with questions regarding State and Federal guidelines
• Supports Learning Specialists, Speech Pathologists, and School Psychologists with documentation regarding evaluation planning
• Assures that confidential nature of student records is maintained
• Contributes to the overall positive atmosphere of the department by maintaining excellent rapport with parents and staff
• Assists with effective management of the workload of the special programs department, to include coordinating IEP meetings and documentation with parents, BLP staff, ESD staff and outside agencies as required
• Assists with retrieving signatures from parents and staff on required documentation through signature software
• Assists Special Programs staff by uploading additional documentation, to include Meeting Notes and Attendance, Evaluation Reports, signed paperwork, Early Childhood Special Education Documentation, and additional records as required
• Answers phones from BLP staff, parents, and outside agencies
• Distributes completed IEPs and supporting documentation to designated recipients (parents, outside agencies)
• Completes and distributes Requests for records for current and former BLP students
• Keeps current on all IDEA laws relating to IEP implementation and documentation, through BLP trainings
• Fulfills other related duties as assigned
• Fulfills performance standards identified in the evaluation process as required by the position
• Fulfills working conditions and physical effort listed below
• Additional Job Functions:
• Occasional travel between sites could be required

Working Conditions

Work is performed primarily in an office or administrative setting. The position involves prolonged sitting, frequent computer and keyboard use, occasional standing or walking, and lifting items such as files or office supplies consistent with assigned duties.

The employee may be exposed to moderate noise levels and frequent interruptions while interacting with staff, students, families, and community members. Work follows assigned business hours and may include occasional deadlines requiring flexibility.

The employee may have periodic interaction with students and may be required to provide supervision support during school operations or activities, working in environments with moderate to high noise levels.

The role requires multitasking, organization, attention to detail, and effective verbal and written communication. The employee must be able to perform the essential functions of the position with or without reasonable accommodation.

Knowledge KNOWLEDGE, SKILLS, AND ABILITIES:

• Modern office practices, procedures, and office equipment
• Google suite: Forms, Sheets, Docs
• Computer and technical skills
• Safety practices
• Knowledge of IDEA laws and updates

Skills And Abilities

Possess the physical ability to regularly attend word and fulfill the essential functions of the position with or without reasonable accommodation.

• Read, understand and carry out oral and written instructions
• Learn the operation of telephones, computers and computer software and other equipment used in the word, as required by the position
• Accurately transfer, record and convey information and materials, as required by the position
• Adhere to the district requirement for a drug-free workplace
• Communicate clearly and appropriately in speech and in writing according to educational standards
• Acquire and maintain knowledge of computer systems as necessary
• Abide by confidentiality requirements
• Ability to effectively organize tasks and responsibilities
• Capacity to function with flexibility and adapt to the possibility of a changing schedule

Education And Experience

High school diploma and up to two years of advanced training/experience in the specific job requirements. Comprehensive knowledge of grammar and the ability to use correct speech and compose routine correspondence is required. The position requires the ability to understand technical instructions (computer software).

The position requires working knowledge of several technical procedures or work activities. Working knowledge of school district practices or basic policies may be necessary. Tasks are varied. Job proficiency can be acquired in twelve to twenty-four months.

Certification And Licensing

None required.

Expectations Of Professional Conduct

Employees of Bend-La Pine Schools are expected to adhere to all Bend-La Pine Schools policies and regulations, ensuring compliance with established procedures and expectations. They are to prioritize the well‑being of students, aligning their conduct with the core values of public education and the mission, vision, and goals of Bend-La Pine Schools. This entails maintaining consistent and punctual attendance while adhering to site and/or district protocols for reporting absences.

Professionalism extends to personal presentation, with employees expected to maintain attire and grooming appropriate to their roles. While carrying out everyday tasks independently, it’s essential to maintain professionalism in how you communicate, both verbally and nonverbally, with students, parents/guardians, the public, and colleagues. This includes valuing and respecting cultural and background differences. Employees of Bend-La Pine Schools are entrusted with fostering a respectful working and learning environment, upholding confidentiality regarding student, staff, and district information at all times.

Requirements

Please Provide:

Summary

This position’s pay is annualized to include summer months.

This position is currently represented by the Oregon School Employees Association, Chapter No. 6