Special Populations Clerk

Beta Academy; Houston (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Beta Academy is seeking a Special Populations Clerk to manage the Special Pops program with excellence and support a culture of “joyful rigor.” The role emphasizes compliance, accurate record-keeping, and timely ARD/IEP coordination to support scholars at a Title I schoolwide campus in Houston.

You will collaborate with special populations staff, maintain audit folders, coordinate IEP/504 meetings, and ensure confidential handling of student records while meeting deadlines in a dynamic school

Qualifications

• Role-based competencies required for effective program management and compliance.
• Strong organizational skills to manage records, meetings, and audits.
• Ability to communicate clearly with staff, families, and administrators.

Responsibilities

• Review records and schedule ARD/IEP meetings for compliance purposes.
• Coordinate scheduling of IEP/504 meetings with parents and staff.
• Maintain ESL/SPED/504 audit folders and electronic records.
• Monitor IEP document distribution to parents and staff and ensure documentation.
• Maintain confidentiality of student records and meet deadlines.
• Assist with reports and data extracts from the special populations management system.
• Support registration communications and coordination with other school personnel.

Skills

Organization & Planning

High Standards

Openness to Feedback

Proactivity

Communication

Team Work

Attention to Detail

Problem-Solving

Joy

Culture of Honor

Courageous Conversations

Integrity

Creativity

Job description

Are you ready for new challenges and new opportunities?

Join our team!

Current job opportunities are posted here as they become available.

Special Populations Clerk
Job Description

Beta is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds.

Mission

The mission of the Beta Academy Special Populations Clerk is to manage the Special Pops program with excellence, support a culture of “joyful rigor”, and develop scholars who can contribute on a community, national, and international level.

Outcomes

1. Meet Compliance Goals

• 100% of Special Pops records received are processed.
• 100% of ARD Meetings are scheduled in a timely manner.
• 100% of audit files are up to date.

2. Meet Special Pops Service Goals

• 90% Satisfactory on Staff Climate Survey.

Role Based Competencies

• Organization & Planning
• High Standards
• Openness to Feedback and Ideas
• Proactivity
• Communication
• Team Work
• Attention to Detail
• Problem-Solving
• Joy
• Culture of Honor
• Courageous Conversations
• Integrity
• High Standards
• Creativity

Job Responsibilities

• Support the special populations staff with reviewing records, scheduling IEP meetings, parent contacts, filing paperwork, managing and maintaining ESL/SPED/504 audit folders for organizational and compliance purposes, and other duties as assigned.
• Maintain communication with the registrar to review incoming records.
• Maintain communication with Coordinators and Special Population staff regarding records received.
• Coordinate scheduling of IEP Meetings and staffings as requested with parents and various school personnel.
• Schedule IEP/504 meetings using Google Calendar.
• Provide coverage for teachers attending IEP and 504 meetings.
• Prepare and mail paper and electronic ARD/IEP notices within required timelines
• Maintain ESL/SPED/504 Audit Folders and electronic records in accordance with district guidelines.
• Monitor the dissemination of IEP documents to parents and staff and secure documentation of distribution and or receipt of the information.
• Run special education management system reports and notify supervisors of discrepancies.
• Process records request for the Special Populations Department.
• Contact previous school districts to obtain documentation for transfer scholars receiving services under the Special Population department.
• Make requested copies and ensure copies are straight, pages are aligned and the task is completed in accordance with the instructions given.
• Maintain strict confidentiality with student records and information.
• Utilize time wisely for effective management of job responsibilities.
• Meet task completion deadlines established by the supervisor.
• Work cooperatively with co-workers and supervisors to ensure that the goals of the school/department are met including participating in team meetings and require professional development activities.
• Maintain a positive and professional tone in all communication (i.e. email, written, and verbal).
• Perform other duties and accept other responsibilities as assigned.
• Model and promote BA character traits to scholars and stress the importance of each scholar being a responsible, contributing citizen to society. Recognize and reward scholars for displaying BA character traits and uphold zero tolerance for bullying and disrespect.

Management & Organization

• Supervise scholars with your full attention at all times (including recess, enrichment, lunch, PE…etc.) and implement school rules/procedures (including consequences).
• Manage and take ownership of scholar discipline in ALL areas of the school.
• Follow school drills and sub protocol procedures in accordance with the Parent/Scholar
• Handbook and utilize the Handbook as a first point of reference.
• Maintain a neat, clean, orderly, safe, and educationally-centered environment that demonstrates BA standards of excellence. BA staff take ownership of the campus and instill this in scholars daily.
• Have flexibility in your schedule and show up on time to the places you are scheduled.
• Work collaboratively with team members to ensure that you exude excellence in any responsibilities given (examples given, but not limited to: cafeteria duty, janitorial responsibilities, carline duty, dismissal duty, filing, substitute teaching, copy and/or distributing copies).
• Help perform daily uniform checks and understand scholars are expected to follow the
• BA appearance guidelines.
• Ensure scholar folders/files such as diagnostic tests, intervention plans, benchmarks, class exams, communication logs, report cards and grading portal are updated timely, accurately, and in accordance with BA standard of excellence.
• Follow detailed instructions well.

Professionalism & Communication

• Demonstrate professionalism by being in regular attendance and arriving on time to work, staff meetings, tutorials, cafeteria duty, car drop-off, car dismissal, parent nights and other assigned duties.
• Complete required training on time.
• Work cooperatively to create an atmosphere of unity among the school community and refrain from gossip, negativity and unsupportive comments.
• Demonstrate professionalism at ALL times. I will exercise wisdom by remaining calm, respectful and non-defensive during parent meetings, disagreements, and personal attacks.
• Utilize professional communication with strong grammar, syntax, usage and/or spelling skills during phone conversations, personal conversations, emails, and social media such as Facebook, Instagram, Twitter, etc.
• I will refrain from attacking others, fighting, or engaging in controversial subjects on social media. I will use professional communication on and off campus, refraining from attacking others, fighting, or engaging in controversial subjects on social media. Professional communication is used on and off campus.
• Exhibit professionalism in appearance and follow the BA standard of dress. I will apply this standard of dress to social media posts in regards to modesty in dress and action (ex: swimsuit, cleavage, & shirtless pictures, in addition to posts with alcohol, cigarettes and bars, etc.).
• Check staff email a minimum of three times daily during normal working hours and check teacher in-box daily and commit to read updates, notes, and employee notices in a timely manner.

Physical Demands/Environmental Factors:

• Maintain emotional control under stress
• The foregoing statements describe the general purpose and responsibilities assigned to
• this job. This is not an exhaustive list of all the responsibilities, duties, and skills that may be assigned or required.