CASE MANAGER ASSISTANT-SPED (2026-27 SCHOOL YEAR)

Harmony Public Schools; Houston (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Harmony Public Schools in Houston, TX seeks a SPED Case Manager Assistant to provide administrative and clerical support to campus and district SPED and 504 staff, ensuring timely handling of ARD/IEP and Section 504 processes. The role focuses on coordination, notifications, document distribution, and data management, with no involvement in substantive IEP decisions.

The successful candidate will support case managers, evaluators, and coordinators by managing meetings, records, and deadlines,

Qualifications

• High school diploma or GED required.
• At least 2 years of clerical experience preferred.
• Experience supporting SPED, 504, or compliance processes preferred.
• Experience with student information systems or related software preferred.

Responsibilities

• Coordinates ARD/504 meetings with staff and families.
• Prepares and distributes ARD/504 notices and documents.
• Maintains ARD/504 records and tracks timelines.
• Assists with scheduling and logistics for meetings.
• Supports administrative tasks related to ARD/IEP processes.

Skills

Clerical skills

SPED/504 support experience

Meeting coordination

Education

High School Diploma or GED

Tools

Student Information Systems

Special Education Management Systems

Education software

Job description

JOB GOAL

Provide administrative and clerical support to campus and district special education and Section 504 staff to facilitate the timely and efficient completion of administrative responsibilities associated with the ARD/IEP and Section 504 processes, student records, data management, and Special Programs operations. The SPED Case Manager Assistant supports case managers, special education teachers, ARD facilitators/coordinators, Section 504 coordinators, evaluation personnel, and other designated staff by coordinating meetings, preparing and distributing required notices and documents, maintaining records, tracking timelines and documentation, entering designated data, and performing other administrative functions. The SPED Case Manager Assistant does not independently develop, write, revise, approve, or make decisions regarding the substantive content of a student's IEP or Section 504 Plan. Responsibilities requiring professional judgment or committee decision-making remain with appropriately qualified professional staff and the applicable ARD or Section 504 committee.

Position Qualifications

• High School Diploma or GED
• Minimum 2 years of clerical experience (preferred)
• Experience supporting special education, Section 504, student records, or other compliance-related educational processes (preferred)
• Experience with student information systems, special education management systems, or other education-related software (preferred)

Duties And Responsibilities

• Understands and supports the mission, vision and values of Harmony Public Schools.
• Coordinates and schedules ARD committee meetings in collaboration with case managers, evaluation personnel, and other appropriate staff.
• Assists with ARD meeting logistics, including calendar invitations, participant coordination, room reservations, and other scheduling arrangements.
• Prepares and distributes ARD meeting notices and other required administrative notifications in accordance with established district procedures.
• Contacts parents/guardians regarding ARD meeting scheduling, confirmations, rescheduling, and other routine administrative matters related to the ARD process.
• Provides or distributes Procedural Safeguards and other required notices and documents to parents/guardians and maintains documentation of distribution as required.
• Distributes finalized IEP/ARD documents and other required documents to parents/guardians following ARD meetings in accordance with district procedures.
• Prepares and distributes teacher information packets/bundles and relevant student documents to appropriate staff at the beginning of the school year and following ARD meetings, as directed.
• Tracks ARD schedules, administrative deadlines, required documents, signatures, consents, and other assigned timelines and provides reminders or follow-up to appropriate staff.
• Follows up with designated staff regarding ARD records that have not been finalized, submitted, or archived within established timelines.
• Assists case managers, diagnosticians, LSSPs, SLPs, and other appropriate staff with administrative tasks associated with the ARD/IEP process.
• Coordinates and schedules initial, annual, reevaluation, and other Section 504 meetings in collaboration with case manager and other designated staff.
• Assists with Section 504 meeting logistics, including calendar invitations, participant coordination, room reservations, and other scheduling arrangements.
• Prepares and distributes Section 504 meeting notices, parent notices, and other required administrative documents in accordance with established district procedures.
• Contacts parents/guardians regarding Section 504 meeting scheduling, confirmations, rescheduling, and other routine administrative matters.
• Distributes finalized Section 504 Plans and other required documents to parents/guardians and appropriate staff in accordance with district procedures.
• Assists with distributing Section 504 accommodation information to teachers and other appropriate staff at the beginning of the school year, following Section 504 meetings, and when appropriate due to student schedule or placement changes.
• Tracks Section 504 meeting schedules, reevaluation dates, required documentation, parent responses, and other assigned timelines and provides reminders to appropriate staff.
• Scans, uploads, files, archives, and retrieves Section 504 records and supporting documentation in the district's designated records management system.
• Assists with obtaining Section 504 records from previous districts when students enroll and with processing appropriate records requests when students transfer.
• Follows up with designated staff regarding missing Section 504 documentation, records that have not been finalized or archived, upcoming meetings,