Special Programs Records Administrator

Little Rock School District

Little Rock (AR)

On-site

USD 33,000 - 58,000

Full time

2 days ago

Be an early applicant

Application generator

An application made for this job — a tailored resume and cover letter that speak straight to the posting.

Get past ATS filters

Job summary

Little Rock School District is seeking a Special Programs Records Administrator to manage confidential digital records for Special Education and Section 504 students. The role supports the Special Education Director and Division of Special Programs, ensuring timely processing within state and federal guidelines.

The position requires a Bachelor’s degree or 60 college hours, with extensive OnBase system expertise and strong customer service.

Qualifications

Bachelor’s degree or at least 60 college hours required.
Six years of related experience may be substituted for required college hours.
Must have at least five years of full-time paid experience in a public school or educational setting working as a system administrator with confidential records.

Responsibilities

Process requests for confidential records through digital document retrieval.
Upload scanned confidential documents into student files.
Provide OnBase system support to 400+ staff users.
Create/modify/delete user accounts and reset passwords.
Coordinate with LRSD IT and Vendor for troubleshooting.

Skills

Customer service

Communication

Problem solving

OnBase system support

Education

Bachelor’s degree or 60 college hours

Tools

OnBase System

Job description

Little Rock School District DIVISION OF SPECIAL PROGRAMS - Little Rock, Arkansas Open in Google Maps

Starting Date: Immediately

Job Description

JOB GOAL:

This position will manage and maintain confidential digital records for all Special Education and Section 504 Plan students receiving services through LRSD under IDEA, FERPA, and FAPE. This position provides full spectrum administrative support to the Special Education Director and the Division of Special Programs staff, including confidential matters. This position handles daily job responsibilities requiring consistent focus to the volume of work that requires completion within timelines set forth by the State and Federal Department of Special Education. This position will also provide full OnBase system (or current tech system) support to all users.

TERMS OF EMPLOYMENT:

Twelve-month contract 240 days, plus benefit package. Non-Teaching Classified Salary Schedule: 109 Range: $33,363 - $57,969. NOTE: Precise placement within the salary range will be determined based upon education and experience. FLSA: EXEMPT.

QUALIFICATIONS:

Education and/or Experience:

Bachelor’s degree or at least 60 college hours required. Six years of related experience may be substituted for required college hours. Must have at least five years of full-time paid experience in a public school or educational setting working as a system administrator with confidential records exhibiting knowledge of HIPPA compliance, State and Federal guidelines and regulations of the Department of Special Education (DESE).

Computer and Language Skills:

Ability to design, develop, test, and deploy automation solutions for internal functions, update datasets, source coding, and change management procedures. Ability to act in a consultative role to understand functional school processes, related IT needs and to develop solutions and delivery proposals. Ability to communicate and interact with school staff at all levels, alternative learning facilities, government agencies, courts, legal officials, parents, and former adult students.

Customer Service Skills

Must be capable of interacting effectively with administrators, teachers, staff members, students, parents, and the public using professional, tactful, and helpful customer service.

ESSENTIAL DUTIES & RESPONSIBILITIES:

The following statements of duties and responsibilities are intended to describe the general nature and level of work being performed by individuals assigned to this position. These statements are not intended to be an exhaustive list of all duties and responsibilities required of all personnel within this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Process all requests for special education and Section 504 confidential records through digital document retrieval within a timely manner (2-10 days) set forth by the Department of Special Education.
Upload all scanned confidential Special Education Due Process and 504 Accommodations Plans into the student’s file through the Batch Processing System.
Function as the point of contact that provides OnBase System (or current system) support to LRSD 400+ Staff Users who service the student population of 3000+ that receives special education services or 504 Accommodations.
System support provided, but not limited to:
Creating, modifying, and deleting User Accounts
Resetting Passwords and Unlocking Accounts
Provide OnBase (or current tech system) instructions, tutorials, usage, guidance, and
Re-assign students in OnBase (or current tech system) when students immediately transfer within the District.
Answer questions and concerns, and address problems
Function as a liaison between LRSD OnBase (or current tech system) Users and the Vendor to report and handle any error messages received in OnBase (or current tech system) and/or the Printer Scanning process and immediately reports system outages or problems to the OnBase Users.
Function as a liaison between LRSD IT Department and Vendor to collaborate and assist in troubleshooting problems to determine if the issue is hardware, software, or user.
Analyze, correct, and modify scanning errors submitted by users to the OnBase System (or current tech system) queue before uploading it to the student’s file.
Monitor performance of software production schedule. Perform typical system administration activities daily, weekly, monthly, and annually.
Be knowledgeable and dedicated to analyzing and evaluating current methods and procedures to request necessary OnBase (or current tech system) software improvements, updates, and enhancements to Konica Minolta.
Communicate, interact, and conduct meetings with all staff levels at Konica Minolta.
Ability to work on complex issues and multiple tasks simultaneously.
Develop user-friendly training material to train all LRSD Staff on OnBase (or current tech system) installation and usage.
Obtain and maintain required OnBase (or current tech system) System Administrator certification.
Maintains all confidential Student Graduate's files from Special Education and Section 504 Plans for 6 years after graduation prior to 2021-22 School Year. Provide copies when requested.
Responds to all phone calls and email inquiries from parents, schools, alternative learning facilities, government agencies, courts, and legal officials.
Organizes, maintains, and distributes special education materials and supplies to all CBI Classroom Staff.
Performs all other duties as assigned.

Mental Functions, Physical Requirements, and Working Conditions:

While performing the duties of this job, the employee is regularly required to sit, stand, walk, use a computer, printer, and telephone, and do extensive typing and writing. Occasionally the employee must lift and/or move up to twenty (20) or more pounds. This position requires accurate perceiving of sound, near and far vision, depth perception, handling and working with educational materials and/or objects and providing oral information. Must be able to work for the daily contracted time and be physically present and at assigned work, with only infrequent unexcused absences, during the contract year. Additional technical skills, knowledge, and abilities may be recommended by immediate supervisor and approved by the Human Resources Director.