26-27 Records Clerk

Job Title: WCSS Records Clerk Wage/Hour Status: Nonexempt

Reports to: Director of Special Education Pay Grade:

Dept./School: Wise County Shared Services Date Revised: August 22, 2025

This is a 197 day position, salary will be determined by days remaining in the contract. Please see the Bridgeport ISD Employment page for salary information.

Primary Purpose:

The Records Clerk ensures the accurate, timely, and confidential management of special education records for all students served by WCSS. In this role, the clerk serves as a liaison between district registrars, diagnosticians, and special education staff, supporting compliance with state and federal regulations.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding skills

Effective organization, communication, and interpersonal skills

Ability to follow written instructions

Ability to operate multi-line phone system

Ability to use computer and software to develop spreadsheet and databases, and complete word processing

Knowledge of Google, Frontline Special Education/ESPED, and TREX systems strongly preferred.

Strong organization, attention to detail, and record-keeping skills.

Major Responsibilities and Duties:

• Maintain accurate, up-to-date, and confidential special education student records (FIEs, eligibilities, ARDs/IEPs, consents, progress reports).
• Process incoming and outgoing special education records through TREX, Frontline, and other means, ensuring completeness before closing requests.
• Create, organize, and maintain physical and digital cumulative folders for special education students.
• Coordinate with Wise County Shared Services staff, district registrars, diagnosticians, and special education staff to ensure timely access to required documentation.
• Track and verify receipt of transfer student records; escalate delays or missing documents to the Coordinator of Special Education.
• Ensure all records are handled in compliance with FERPA and state/federal regulations.
• Archive, purge, or shred special education records according to district retention schedules.

Other

• Provide clerical assistance as needed.
• Maintain confidentiality.

Supervisory Responsibilities:

None.

Equipment Used:

Multi-line phone system and personal computer. Personal computer, printer, calculator, copier, fax machine, and shredder.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Personal computer and peripherals, and other instructional equipment

Posture: Prolonged standing; frequent kneeling/squatting, bending/stooping, pushing/pulling, and twisting

Motion: Frequent walking, repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Exposure to biological hazards; may require districtwide travel

Mental Demands: Maintain emotional control under stress, work with frequent interruptions

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