Special Education (SPED) Records Clerk

Fivekeyscharter; San Gabriel (CA); On-site; Full time

Job summary

A nonprofit organization is seeking a Special Education Records Clerk to support students and families. This role involves maintaining confidential records and providing exceptional customer service. Ideal candidates will have a high school diploma, strong attention to detail, and excellent communication skills. Working hours may vary, and the position is full-time.

Benefits

Medical, dental, and vision insurance

Generous time off

Flexible spending accounts

Retirement account 403(b)

Annual reimbursement for gym membership

Free wellness-related apps

Employee Assistance Program

Mental health care platform

Qualifications

• High School Diploma or equivalent required.
• 1 year of customer service experience preferred.
• School office experience desirable.

Responsibilities

• Perform clerical duties involving student special education intake and records maintenance.
• Maintain confidential student records.
• Communicate with students and staff to disseminate or explain information.

Skills

Customer service

Attention to detail

Effective communication

Education

High School Diploma or Equivalent

Tools

Microsoft Office

Google Workspace

Databases

Job description

Job Details

Job Location: San Gabriel HQ - San Gabriel, CA

Position Type: Full-Time - UNION

Education Level: High School Diploma or Equivalent Pref.

Salary Range: $28.89 - $32.83 Hourly

Job Shift: Scheduled hours may vary; M-F

Description

Mission Statement

Through the use of social and restorative justice principles, Five Keys provides traditionally underserved communities the opportunity to improve their lives through a focus on the Five Keys: EDUCATION, EMPLOYMENT, RECOVERY, FAMILY, COMMUNITY.

Five Keys Overview

Five Keys is a nonprofit organization that operates an extensive network of programs across California. With a presence in 14 counties and over 120 locations, Five Keys focuses on various initiatives aimed at empowering individuals and families to overcome poverty and inequity. The organization's programs encompass a wide range of services, including public charter schools, restorative justice programs in jails and prisons, shelters, permanent supportive housing, and the development of new housing and support programs. At Five Keys, the overarching objective is to uplift individuals and families by providing them with essential resources. This includes education, housing, employment, and the necessary tools to sustain their progress. By offering these fundamental elements, the organization aims to create positive and lasting change in communities, making them better places for everyone.

Our Core Competencies

A well qualified candidate has the capacity to communicate effectively, collaborate with others while building positive relationships, demonstrates strong problem solving skills, has a dynamic learning mindset, and remains committed to a high level of cultural and social awareness. A successful candidate will work well under pressure, observe appropriate boundaries and operate with a high degree of emotional intelligence.

What it’s really like to join our agency…

At Five Keys, culture matters. Culture is at the very core of everything we do and impact on a daily basis. We’ve made a commitment to building an inclusive culture that seeks collaboration over hierarchy to create empowered work teams. We serve vulnerable populations daily and we strive to approach everyone with compassion, patience and a trauma informed approach. We choose to push past discomfort to have difficult conversations to impact the greater good. This allows us the opportunity to collaboratively create an inclusive culture and transform the world around us.

BENEFITS

We offer very low monthly costs for medical, dental, and vision insurance, along with generous time off! Various pre-tax flexible spending accounts and retirement account 403(b) are available. We provide annual reimbursements up to $100 towards gym membership, smoking cessation, and weight loss programs. Annual athletic event participation and annual massages are reimbursed up to $50. Other Company-paid benefits, including free wellness-related apps, an Employee Assistance Program, and a comprehensive mental health care platform, are available to you and your dependents.

Qualifications

JOB SUMMARY

The Special Education (SPED) Records Clerk position reports to the Special Education Program Manager and is accountable for supporting students, families, teachers and staff with Special Education records.

We are looking for someone who insists on maintaining a positive attitude and enjoys supporting a diverse group of people. If this job is for you, you are professional, friendly, honest, and approachable. You are a self-starter with expert-level customer service skills and willingness to go the extra mile to find answers. You also have high attention to detail and excellent academic English usage, vocabulary, business correspondence and filing.

This position supports the Five KeysSoCal Central: Los Angeles orNorCal Central: SF & Alamedathroughout multiple sites and counties, in the Northern California and Southern California regions.The scheduled hours vary between 7:30 am - 7:00 pm; the current schedule is 8:00 am - 4:00 pm.

JOB DUTIES AND RESPONSIBILITIES

• Performs a variety of clerical and technical duties involving student special education intake, records requests, and records maintenance
• Maintain confidential student records within school SIS, Special Education SIS and Calpads
• Distribute, explain, receive, and check for completion and accuracy, and maintains various records of items such as evaluation timeline for students with IEP’s, SEIS records, and other related records
• Perform a variety of public contact tasks such as requesting records or verifying student information
• Communicate with students, staff, and other individuals to disseminate or explain information
• Review files, records, and other documents to obtain information to respond to requests; and compiles data for and prepares statistical and other reports on records related topics for Five Keys and external agencies as needed
• Prepare information for data processing from various source documents and checks output for completion and accuracy
• Process records, types and files various notices and forms
• Keep current and accurate record of schedules, transcripts, and individualized educational programs (IEPs)
• Prepare routine correspondence; composes and types letters
• Arrange and calendar appointments
• Arrange appointments for staff and students; answers telephone, responds to requests, delivers messages; operates office machines, receives and distributes mail; and orders materials, supplies, and services
• Assemble data and set up and maintain filing systems on a variety of subject matter where discretion is involved in assigning items to proper place
• Respond to emails as required or directed
• Other duties as assigned

KNOWLEDGE AND SKILLS

• Creation and documentation of related reports and data as required
• Advanced proficiency in Zoom, Microsoft Office, Google Workspace, and databases
• Able to maintain strict confidentiality and take all precautions when handling sensitive information

EDUCATION AND WORK EXPERIENCE

• A high school diploma (or equivalent); and
• School office experience desirable
• 1 year of customer service experience preferred

PHYSICAL REQUIREMENTS

• Must wear provided PPE (Personal Protective Equipment) and adhere to all safety guidelines and requirements, when needed
• Frequent talking and hearing conversations
• Long periods of walking, sitting at a desk and/or computer station
• Lifting items that weigh up to 25 lbs.; reaching, bending, carrying and stooping within the daily routine of tasks and activities

ADDITIONAL REQUIREMENTS

This position is contingent upon:

• Satisfactory results of a Live Scan (criminal background investigation)
• Successfully obtaining jail clearance for positions working in county jails or probation locations
• Submitting proof of clear TB results. Results dated within 60 days prior to hire date are acceptable

WORK ENVIRONMENT

• Moderate to high noise level
• Work environment varies from site to site
• Some personal safety risk working in underserved communities
• Must be willing and able to work in a correctional facility and travel throughout the area to community sites
• Up to 20% travel to Five Keys locations throughout California as needed

GROWTH OPPORTUNITIES

At Five Keys, we understand that when our employees grow, the agency has a greater capacity to thrive and accomplish its mission. It is for this reason that we remain committed to providing ongoing professional development opportunities for all of our employees. These include but are not limited to: conferences, staff development training, and coaching plans that allow incumbents to grow into new positions within and across programs within the agency (i.e., programs, schools, housing).