DeSoto Parish Schools
Position Type:
Secretarial/Clerical
Date Posted: 9/26/2025
Location: Central Office TITLE: Special Services Data Clerk QUALIFICATIONS & RESPONSIBILITIES: QUALIFICATIONS: High School Diploma or equivalent Word processing, typing, data entry, spreadsheet usage skills, attention to detail, and organizational skills Ability to learn and use complex computer data programs and use office equipment Experience working in a school environment preferred Experience with special education records, such as evaluations or IEPs preferred Additional criteria as the school board may establish
REPORTS TO: Supervisor of Special Services
SUPERVISES: None
JOB GOAL: To perform a wide variety of data entry and clerical tasks and monitor timelines to ensure staff compliance with state and federal regulations. PERFORMANCE RESPONSIBILITIES: Maintain confidentiality of all records at all times Maintain files or correspondence, forms, evaluations, reports, and other materials Serve as the eSER manager and state contact for the state's online special education reporting student data system Attend all eSER trainings and other relevant professional development Ensure all information is accurate, usable, and timely Input all assigned data daily and/or in accordance with the timelines described for each activity below.
Assume responsibility for special education records Maintain logs of all activities to document completion within timelines Record, track and submit all evaluation data from date of parent permission to date of evaluation report dissemination (daily upon receipt) Record, track and submit all Infant/Toddler date from date of parent permission to date of evaluation report dissemination (daily upon receipt)
Request student records In state: (5 days) Request jurisdiction and records for newly enrolled students with IEPs upon receiving notice from a school Begin the daily tracking record update Input received information and make student folders Submit the student folder to the IEP facilitator Files folders in the appropriate files (supervisor, evaluation, school)
Out-of-state: (10 days) Request jurisdiction and records for newly enrolled students with IEPs upon receiving notice from a school Request records and begin tracking with updates Input the received information and make student folders Submit the student folder to the IEP facilitator File folders in the appropriate files
Other records and documentation: Release jurisdiction and scan records for parish files Send requested records Record request in record request log daily File the request and confirmation sheet Record exit from supplemental services upon receipt from IEP facilitator Log and distribute medical records to Pupil Appraisal
Obtain and review reports Leave vs. Services Report Attend to clearing reports immediately upon receipt Search for student in JCAMPUS and eSER to determine if enrolled and/or services terminated, if not, reasons for name on the report Coordinate with the appropriate data person to eliminate the issue
Disseminate all evaluation reports to the schools, IEP Facilitator and Pupil Appraisal member(s) in a timely manner following the process outlined below: Initial Reports Print and disseminate copies of evaluations to appropriate personnel and the student's family Log the completion date Provide folder to the IEP Facilitator File records appropriately
Re-evaluation Reports Print and disseminate copies of evaluations to appropriate personnel and the student's family File records appropriately
Process all records for students transferring from one in-parish school to another within one day of the request Receive the folder from the IEP teacher of school the student is leaving Notify the receiving school the student is transferring and indicate the student folder is ready for pick-up Log when the folder is picked up and by whom
Other SER Responsibilities: Retrieve/Exit/Release students in eSER File folders of exited students If student returns, retrieve the records and re-open in eSER Give records to Pupil Appraisal Team Coordinator for review
Perform IEP/evaluation monthly compliance checks Maintain and monitor for compliance Share with Pupil Appraisal Team Coordinator and IEP Facilitator
Scan various documents and mail, file, and disseminate information to appropriate personnel and parents. Process timesheets, staff leave requests, invoices, purchase orders, and other office functions. Schedule appointments for screening clinics or 3 year old evaluations. Assume other job related duties as assigned by proper authority which would reasonably be expected of a person holding this position or which is an obvious extension of the above listed duties PERSONAL QUALITIES: Devotes time and energy effectively to a job. Demonstrates ability to work well with individuals and groups. Exercises good judgment in arriving at decisions. Maintains high standards of ethics, honesty, and integrity in all personal and professional matters. PROFESSIONAL ETHICS: Maintains good attendance. Reports to work on time. Adheres to parish dress code. Displays professional ethics on and off duty. Maintains confidentiality of student records and information. Accepts and supports administrative decisions. Participates in a harmonious working relationship with peers, parents and community members. Reports job-related injuries within 48 hours of a work accident to the immediate supervisor. Adheres to the DeSoto Parish School Board's Sexual Harassment Policy to be found at File: GAEAA.
Date Posted: 9/26/2025
Location: Central Office TITLE: Special Services Data Clerk QUALIFICATIONS & RESPONSIBILITIES: QUALIFICATIONS: High School Diploma or equivalent Word processing, typing, data entry, spreadsheet usage skills, attention to detail, and organizational skills Ability to learn and use complex computer data programs and use office equipment Experience working in a school environment preferred Experience with special education records, such as evaluations or IEPs preferred Additional criteria as the school board may establish
REPORTS TO: Supervisor of Special Services
SUPERVISES: None
JOB GOAL: To perform a wide variety of data entry and clerical tasks and monitor timelines to ensure staff compliance with state and federal regulations. PERFORMANCE RESPONSIBILITIES: Maintain confidentiality of all records at all times Maintain files or correspondence, forms, evaluations, reports, and other materials Serve as the eSER manager and state contact for the state's online special education reporting student data system Attend all eSER trainings and other relevant professional development Ensure all information is accurate, usable, and timely Input all assigned data daily and/or in accordance with the timelines described for each activity below.
Assume responsibility for special education records Maintain logs of all activities to document completion within timelines Record, track and submit all evaluation data from date of parent permission to date of evaluation report dissemination (daily upon receipt) Record, track and submit all Infant/Toddler date from date of parent permission to date of evaluation report dissemination (daily upon receipt)
Request student records In state: (5 days) Request jurisdiction and records for newly enrolled students with IEPs upon receiving notice from a school Begin the daily tracking record update Input received information and make student folders Submit the student folder to the IEP facilitator Files folders in the appropriate files (supervisor, evaluation, school)
Out-of-state: (10 days) Request jurisdiction and records for newly enrolled students with IEPs upon receiving notice from a school Request records and begin tracking with updates Input the received information and make student folders Submit the student folder to the IEP facilitator File folders in the appropriate files
Other records and documentation: Release jurisdiction and scan records for parish files Send requested records Record request in record request log daily File the request and confirmation sheet Record exit from supplemental services upon receipt from IEP facilitator Log and distribute medical records to Pupil Appraisal
Obtain and review reports Leave vs. Services Report Attend to clearing reports immediately upon receipt Search for student in JCAMPUS and eSER to determine if enrolled and/or services terminated, if not, reasons for name on the report Coordinate with the appropriate data person to eliminate the issue
Disseminate all evaluation reports to the schools, IEP Facilitator and Pupil Appraisal member(s) in a timely manner following the process outlined below: Initial Reports Print and disseminate copies of evaluations to appropriate personnel and the student's family Log the completion date Provide folder to the IEP Facilitator File records appropriately
Re-evaluation Reports Print and disseminate copies of evaluations to appropriate personnel and the student's family File records appropriately
Process all records for students transferring from one in-parish school to another within one day of the request Receive the folder from the IEP teacher of school the student is leaving Notify the receiving school the student is transferring and indicate the student folder is ready for pick-up Log when the folder is picked up and by whom
Other SER Responsibilities: Retrieve/Exit/Release students in eSER File folders of exited students If student returns, retrieve the records and re-open in eSER Give records to Pupil Appraisal Team Coordinator for review
Perform IEP/evaluation monthly compliance checks Maintain and monitor for compliance Share with Pupil Appraisal Team Coordinator and IEP Facilitator
Scan various documents and mail, file, and disseminate information to appropriate personnel and parents. Process timesheets, staff leave requests, invoices, purchase orders, and other office functions. Schedule appointments for screening clinics or 3 year old evaluations. Assume other job related duties as assigned by proper authority which would reasonably be expected of a person holding this position or which is an obvious extension of the above listed duties PERSONAL QUALITIES: Devotes time and energy effectively to a job. Demonstrates ability to work well with individuals and groups. Exercises good judgment in arriving at decisions. Maintains high standards of ethics, honesty, and integrity in all personal and professional matters. PROFESSIONAL ETHICS: Maintains good attendance. Reports to work on time. Adheres to parish dress code. Displays professional ethics on and off duty. Maintains confidentiality of student records and information. Accepts and supports administrative decisions. Participates in a harmonious working relationship with peers, parents and community members. Reports job-related injuries within 48 hours of a work accident to the immediate supervisor. Adheres to the DeSoto Parish School Board's Sexual Harassment Policy to be found at File: GAEAA.