CASE MANAGER ASSISTANT - SPED

Campus: Harmony School of Excellence - Houston (K-8)

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, and other administrative items requiring completion.

• Maintains accurate, organized, and confidential electronic and physical special education and Section 504 records in

accordance with district procedures and applicable records-retention requirements.

• Scans, uploads, files, archives, retrieves, and organizes ARD/IEP documents, Section 504 documents, evaluations,

consent forms, protocols, and other student records.

• Ensures assigned documents are uploaded and archived in the appropriate district records management system within

established timelines.

• Assists with maintaining active and inactive student files and preparing records for storage or disposition in accordance

with district records-retention procedures.

• Receives, logs, and routes requests for special education and Section 504 records or information to appropriate

personnel.

• Requests and assists with obtaining special education and Section 504 records from previous districts or educational

agencies when students enroll.

• Assists with processing appropriate records requests when students transfer or when records are requested by authorized

entities.

• Assists with Social Security Administration and other authorized agency records requests in accordance with established

district procedures.

• Reviews records using district-developed administrative checklists to identify missing documents, signatures, dates, or

other clerical discrepancies and refers substantive or compliance-related concerns to appropriate professional staff.

• Enters, updates, and verifies assigned administrative and student data in district special education, Section 504, records

management, and student information systems.

• Assists with the entry, verification, and submission of assigned special education PEIMS data in accordance with district

procedures and under appropriate staff oversight.

• Assists with identifying missing or incomplete data and communicates with appropriate campus or district staff to obtain

necessary information.

• Maintains assigned spreadsheets, databases, logs, and other tracking systems used to support accurate student data and

reporting.

• Uses district-approved special education, Section 504, records management, student information, and communication

systems to perform duties within the role-based access assigned to the position.

• Uses authorized clerical system functions to schedule meetings; prepare and distribute notices; communicate with parents

and staff; upload and archive documents; print and distribute records; enter designated administrative data; and perform

other approved administrative tasks.

• Accesses ARD/IEP and Section 504 information as necessary to perform assigned administrative responsibilities.
• Maintains the accuracy and confidentiality of information entered, accessed, or maintained through district information

systems.

• Refers questions or discrepancies involving substantive IEP or Section 504 content, compliance determinations, eligibility,

accommodations, services, placement, or other matters requiring professional judgment to appropriate qualified staff.

• Assists with obtaining and organizing special education information and records for newly enrolled or transferring

students.

• When assigned, receives, logs, and routes Child Find inquiries or referrals to appropriate professional staff.
• Maintains accurate administrative records, databases, and tracking logs related to Child Find requests and referrals as

directed.

• Assists evaluation personnel with administrative aspects of evaluation documentation, consent forms, scheduling, records

collection, and records management.

• Assists with scheduling transition meetings and tracking administrative timelines related to Early Childhood Intervention

(ECI) referrals when assigned.

• Uploads evaluations and other documentation received from authorized district or contracted personnel.
• Assists with obtaining records or information from parents, previous districts, outside agencies, or other authorized

sources as directed by appropriate professional staff.

• Provides general administrative and clerical support to case managers, special education teachers, ARD

facilitators/coordinators, Section 504 coordinators, diagnosticians, LSSPs, SLPs, and other Special Programs staff as

assigned.

• Answers and routes incoming telephone calls and emails and provides routine information to staff, parents, visitors, and

outside agencies within the scope of the position.

• Greets and assists visitors and provides front-office coverage as assigned.
• Prepares correspondence, forms, reports, spreadsheets, and other administrative materials.
• Maintains calendars, tracking systems, databases, and other administrative tools necessary to support Special Programs

operations.

• Maintains inventories of office supplies, forms, instructional/support materials, assessment materials, equipment, and

other assigned Special Programs resources.

• Orders, receives, organizes, distributes, and tracks supplies and materials in accordance with district procedures.
• Assists with room reservations, meeting preparation, training materials, and other logistical arrangements for department

meetings, trainings, and professional development activities.

• Assists with the inventory, checkout, distribution, collection, and tracking of assigned Special Programs equipment and

materials.

• Assists with routing transportation requests, service-change information, or other administrative requests to appropriate

personnel as assigned.

• Assists approved service providers with logistical needs, including identifying and reserving appropriate rooms or spaces

for student evaluations, assessments, therapy, and other approved services.

• Provides approved service providers with student schedules and other necessary logistical information, consistent with

their assigned responsibilities and district confidentiality procedures, to facilitate locating and serving students.

• Maintains confidentiality of student, family, and personnel information in accordance with FERPA, district policy, and

applicable state and federal requirements.

• Maintains professional and ethical standards in interactions with students, parents, staff, outside agencies, and

community members.

• Communicates professionally and provides courteous and responsive customer service.
• Develops and maintains professional skills appropriate to job responsibilities.
• Participates in professional development activities to improve job-related knowledge and skills.
• Attends staff meetings and participates in committees or department activities as assigned.
• Maintains reliable attendance and punctuality.
• Follows district safety procedures and emergency protocols.
• Complies with applicable federal and state laws, State Board of Education rules, Texas Education Agency requirements,

and local board and administrative policies.

• Performs other duties as assigned.

Skills And Abilities

• Strong organizational skills and attention to detail.
• Ability to prioritize work and follow established processes and procedures.
• Ability to track timelines, required documentation, and administrative compliance activities.
• Proficiency with district software systems, electronic records systems, and office technology or demonstrated ability to

learn new systems quickly.

• Ability to accurately enter, maintain, retrieve, and verify student information and records.
• Strong written and verbal communication skills.
• Strong interpersonal and customer service skills when working with parents, staff, students, visitors, and community

members.

• Ability to work collaboratively with campus and district staff.
• Ability to maintain confidentiality of student records and other sensitive information.
• Ability to exercise discretion and sound judgment within the defined scope of the position.
• Ability to communicate effectively in both written and oral forms with all levels of management, both internal and external

to the district.

• Ability to establish and maintain effective working relationships both internal and external to the district.
• Ability to use computer including software, database used by the district, spreadsheet and word processing software,

calculator, copy machine and telephone.

Work Environment And Physical Requirements

• Light Work: may require occasional light lifting.
• Nights and weekend activities will be occasionally required.
• Position is in office setting and may involve prolonged work at a desk in one location.
• Light travel is required.

COMPENSATION: Pay varies by location, experience, and certification status. See our Salary Schedules for details.