Secretary, Special Education Records/PEIMS - Beaumont ISD : Job Details

Secretary, Special Education Records/PEIMS JobID: 1187

Position Type:

Clerical/Secretary Special Ed Records/PEIMS

Date Posted:

6/2/2025

Location:

Admn Annex

Additional Information: Show/Hide

Beaumont independent school district

Job Description

JOB TITLE: Secretary, Special Education Records/PEIMS CLASSIFICATION: Nonexempt REPORTS TO: Director of Special Education PAY GRADE: PSS 3 Choose # of days worked LOCATION: Administration DATE REVISED: 06/02/2025 FUNDED BY:

PRIMARY PURPOSE:

To provide clerical and administrative support related to the maintenance, accuracy, and submission of Special Education records and PEIMS data. This position plays a crucial role in ensuring compliance with federal, state, and district reporting requirements, as well as supporting the efficient operation of the Special Education Department.

QUALIFICATIONS:

Education/Certification:

* High school diploma or GED (required)

* Some college or administrative certification (preferred)

Special Knowledge/Skills:

* Strong organizational, communication, and interpersonal skills

* High attention to detail and accuracy

* Proficient in Microsoft Office Suite, Google Workspace, and data entry systems

* Knowledge of or ability to learn PEIMS codes and state reporting requirements

* Ability to maintain confidentiality and handle sensitive information appropriately

* Experience with special education records or student data systems (preferred)

* Proficient skills in developing, maintaining, and use of spreadsheets, databases, and word processing

* Scanning and filing of PEIMS records

* Knowledge of FrontlineTEAMS is preferred

* Knowledge of TREX is preferred

Experience:

* Minimum of two years of clerical or administrative support experience (school setting preferred)

* Experience with PEIMS or student information systems (preferred)

MAJOR RESPONSIBILITIES AND DUTIES:

* Organize and manage the special education audit files.

* Organize and manage special education database.

* Ensure confidentiality of records.

* Maintain the form supply for the department.

* Review all referral/assessment/ARD information for completeness as it comes into the special education office.

* Complete documentation of folder needs for the special education Specialists.

* In conjunction with attendance clerks and supervisors, verify and correct computer information on each student upon completion of evaluations by the assessment staff.

* Run PEIMS reports for assessment staff and office use as necessary.

* Assist in compiling information for preparing various departmental reports.

* Stay informed of and comply with all state and district policies and regulations related to primary job functions.

* Maintain confidential special education student records in accordance with state, federal, and district regulations

* Enter, update, and monitor accurate data in special education systems (e.g., Embrace, eSPED) and student information systems (e.g., Skyward, PowerSchool, Frontline)

* Coordinate and verify special education data for PEIMS reporting in collaboration with the district PEIMS coordinator

* Process and fulfill records requests in compliance with FERPA and district policy

* Track ARD, evaluation, and re-evaluation timelines and notify staff of due dates

* Prepare, organize, and archive student folders and files according to retention schedules

* Assist campuses with clerical support related to ARD documentation, IEP distribution, and compliance tracking

* Support the creation of reports for audits, monitoring visits, and internal review

* Schedule meetings, maintain department calendars, and communicate with parents and staff as directed

* Perform general clerical tasks such as filing, scanning, copying, emailing, and preparing correspondence

* Exercise good telephone etiquette, take accurate messages, and route them to the appropriate staff.

* Perform varied typing tasks in the preparation of correspondence, forms, reports, etc., for the director and other department staff members

* Assist with training campus staff on proper records submission and documentation procedures

* Perform other duties as assigned by the Special Education Director or Coordinator

EQUIPMENT USED:

* Desktop or laptop computer

* Multi-line telephone system

* Copier, printer, and scanner

* External storage/media (USB, hard drives, etc.)

* Software platforms, including:

* Microsoft Office (Word, Excel, Outlook, Teams)

* Google Workspace (Docs, Sheets, Drive, Gmail)

* Student Information System (e.g., Skyward, PowerSchool)

* Special Education data systems (e.g., Embrace, eSPED)

* PEIMS data entry tools or state-specific platforms

WORKING CONDITIONS:

Mental Demands

* Maintain emotional control under stress

* Work with frequent interruptions

* Protracted or irregular hours of work

Physical Demands

* Light lifting/carrying, reaching above shoulder, repetitive hand motions and use of fingers, repeated bending

* Prolonged use of computer

Environmental Demands

* Normal office environment

The above statements describe the general purpose and responsibilities assigned to the job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.

Approved by Immediate Supervisor: Date: Reviewed by HR Director: Date: Received by Employee: Date:

The Beaumont Independent School District does not discriminate on the basis of age, color, disability, national origin, race, religion, or sex in the educational programs or activities that it operates and is an equal opportunity employer.