IDEA Special Education Data Clerk

Job Description

Required Certificates and Licenses: None required

The Special Education Data Clerk supports accurate and timely student records and data management across Special Education. As part of the records process, this role supports the review and verification of records collected to ensure information is accurate, complete, and appropriately reflected within Special Education systems. The role works collaboratively with Records, Enrollment, and Special Education and counseling  teams to support the transition from records collection to appropriate student placement, access to supportive classrooms and services, and timely IEP implementation.

The role also supports data entry and maintenance within designated systems, identification and resolution of records or data discrepancies, ongoing audits, and collaboration across departments to promote accurate Special Education programming and compliance

Initial Review & Collection Support

• Support the records collection process by monitoring incoming Special Education records and documentation received through established Records and Enrollment processes.
• Review collected records and student information for completeness and accuracy, including IEPs, FIEs/evaluations, prior services, and other relevant Special Education documentation.
• Conduct additional research and missing-document searches when needed to support accurate student placement and timely IEP implementation.
• Identify missing, incomplete, outdated, or conflicting information and communicate follow-up needs to the appropriate Records, Enrollment, or Special Education team.
• Ensure documentation is appropriately organized, uploaded, and entered into Frontline and applicable school systems.

Communication, Maintenance and Tracking

• Provide direct, timely, and professional communication with families, staff, and other stakeholders regarding student movement, documentation needs, placement status, and next steps necessary to support appropriate Special Education placement and implementation of services.
• Track students from initial records receipt through Special Education review, placement, and implementation.
• Monitor completion of required placement steps, supportive classroom assignments, services, and other identified Special Education needs.
• Maintain accurate student information, status updates, trackers, and documentation within Frontline and applicable school systems.
• Track student movement and changes that may impact placement, services, or IEP implementation.
• Collaborate with Records, Enrollment, Special Education, and school teams to ensure information moves accurately between departments and systems.
• Follow established processes and procedures while supporting the development and refinement of workflows as school systems and needs evolve.

Auditing & Oversight

• Conduct ongoing audits of Special Education records, data, placement, and system information as an additional layer of quality assurance and compliance support.
• Identify discrepancies between student records, Frontline, school systems, placement information, and current Special Education services.
• Monitor for incomplete processes, unresolved records concerns, placement discrepancies, or other areas requiring follow-up.
• Route identified concerns to the appropriate team or leader and track resolution when applicable.
• Support targeted audits, including Frontline cleanup, missing documentation, student placement, records conflicts, and other assigned areas.
• Use audit findings to identify recurring gaps and support improvements to Special Education processes, procedures, and internal controls.

Performance Expectations

• Effectively manage a high-volume caseload and workload while maintaining accuracy, organization, and attention to detail.
• Complete assigned records review, data entry, placement tracking, audits, and follow-up within established timelines.
• Meet all applicable school, company, district, state, and federal deadlines related to Special Education records, data, placement, and implementation.
• Prioritize time-sensitive student needs and compliance requirements while maintaining progress across ongoing responsibilities.
• Maintain accurate and current information across Frontline, school systems, trackers, and other designated platforms.
• Identify missing documentation, data discrepancies, placement concerns, or incomplete processes and ensure concerns are communicated and routed for timely resolution.
• Demonstrate consistent follow-through and accountability from initial review through placement and implementation.
• Adapt to changing priorities, enrollment volume, compliance needs, and school processes while continuing to meet established deadlines and expectations.
• Communicate proactively when barriers, system issues, or workload concerns may impact student services or required timelines.
• Maintain confidentiality, accuracy, and professional standards when handling student information and records.

Supervisory Responsibilities: This position has no formal supervisory responsibilities.

Reports to:  Assistant Manager of Special Education

Job Type

The above job is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. All employment is “at-will” as governed by the law of the state where the employee works.  It is further understood that the “at-will” nature of employment is one aspect of employment that cannot be changed except in writing and signed by an authorized officer.

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you can request the appropriate accommodation by contacting [email protected].

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

Stride, Inc. is an equal opportunity employer. Applicants receive consideration for employment based on merit without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status, or any other basis prohibited by federal, state, or local law. Stride, Inc. complies with all legally required affirmative action obligations. Applicants will not be discriminated against because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.