Exceptional Student Services Records Clerk

About the role

We're excited to provide the best education in the best environment to our students!

• Academies of Math and Science Impact Group
• ESS Records Clerk
• Reports To: Director of ESS
• Location: Hybrid - Tempe, AZ
• Employment Classification: Full-Time

Salary Range

$16.00-$21.00 per hour, based on experience

Position Summary

AMS Impact Group is seeking a detail-oriented and organized ESS Records Clerk to support the Director of ESS and Special Education Compliance team with clerical, compliance, data management, and records management responsibilities across the network.

The ESS Records Clerk plays an important role in maintaining accurate, secure, and compliant special education records while ensuring the timely distribution and receipt of records across all campuses. This position works closely with the Exceptional Student Services (ESS), Enrollment, Registrar, and campus teams to ensure student records and data are maintained in accordance with federal and state requirements and network policies.

The ideal candidate has prior experience working with special education records and documentation, including familiarity with reading and reviewing IEPs and other special education paperwork. This individual should be highly organized, detail-oriented, comfortable working with confidential student information, and able to manage multiple priorities while maintaining accuracy and established timelines.

Key Responsibilities

Records Management

• Maintain accurate, secure, and confidential student special education records in accordance with federal and state laws, regulations, and network policies.
• Ensure special education records are properly and timely distributed to requesting schools and agencies across all campuses.
• Ensure the timely receipt and processing of special education records for eligible scholars across the network.
• Maintain original student files and ensure documents are appropriately organized and filed following scheduled paperwork collection.
• Confirm proper disposal of archived files that are five (5) years or older in accordance with applicable requirements and network procedures.

Data Management & ESS Support

• Assist with Open Enrollment procedures within the ESS program and collaborate with teams across the network to ensure appropriate ESS procedures are followed and accurate student data is received.
• Maintain accurate and up-to-date student information within ESS records systems, including SchoolMint, e-IEP Pro, IC, ESSP, and other applicable platforms.
• Update records systems as student data is received for new enrollments in accordance with established enrollment procedures.
• Assist with IEP review processes by ensuring IEPs are routed to ESS Leadership for review and required accommodations are communicated to Registrars in a timely manner.
• Read and review IEPs and other special education documentation to support accurate records management and data entry.

Compliance & Quality Assurance

• Review SharePoint data as needed and as directed, including auditing special education schedules and minute logs.
• Review and verify data entered into SchoolMint, e-IEP Pro, SharePoint, PowerSchool, and other applicable systems for accuracy and completeness.
• Verify that required wet or electronic signatures have been obtained and properly uploaded to the Supporting Documentation section within e-IEP Pro.
• Serve as the primary contact for the creation of new student profiles within e-IEP Pro.
• Support the ESS team with compliance-related data, documentation, and records requests.
• Participate as a member of the team responsible for supporting state monitoring activities with applicable Departments of Education.

Education & Experience

• High school diploma or equivalent required.
• Previous experience working with special education records or documentation is required.
• Demonstrated familiarity with reading and reviewing IEPs and other special education paperwork.
• Previous experience in records management, data entry, administrative support, compliance, education, or a related field preferred.
• Experience handling confidential or sensitive student information preferred.
• Ability to accurately utilize multiple data management, student information, and records systems.

Knowledge, Skills & Abilities

• Working knowledge of special education documentation, including IEPs and related records.
• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to maintain confidentiality and appropriately handle sensitive student information.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet established deadlines.
• Strong data entry and records management skills.
• Ability to identify discrepancies and follow established procedures to resolve or escalate issues.
• Proficiency with Microsoft Office and the ability to learn new software and technology platforms.
• Ability to work collaboratively with ESS, Enrollment, Registrar, and campus teams across multiple locations.

Working Conditions

• Full-time hybrid position based in Tempe, Arizona.
• Combination of remote work and on-site work at the AMS Impact Group office in Tempe, based on business and department needs.
• Regular interaction with ESS, Enrollment, Registrar, and campus teams across multiple locations.
• Extended periods of computer work, data entry, document review, and records management.
• Occasional travel to AMS campuses or network meetings may be required.
• Work involves handling confidential student and special education records and requires consistent adherence to privacy and security requirements.

Benefits

AMS Impact Group offers a competitive benefits package designed to support employee well-being and long-term career growth.

• Medical, dental, vision, life, and disability insurance
• 401(k) retirement plan with employer contributions
• Paid time off and paid holidays
• Professional development and training opportunities
• Opportunities for career growth within a growing organization