Job Summary:
The Special Education Compliance & Data Coordinator is responsible for ensuring district-wide compliance with federal, state, and local regulations related to special education and Medicaid reporting. This role supports staff by managing student data systems, monitoring compliance timelines, coordinating reporting requirements, and providing training and technical assistance across multiple platforms.

Key Responsibilities:

Compliance & Data Management

Support staff in maintaining compliance with special education regulations and district procedures
Monitor and review weekly compliance reports; make corrections and follow up with staff as needed
Audit evaluation and assessment documentation (e.g., ARDs, FIEs, speech records) to ensure accuracy and completeness
Run archive reports and assist staff in ensuring all required documentation is uploaded into the system
Manage Special Education office, including direct supervision of Special Education Clerks

PEIMS & Student Information Systems

Enter and maintain all special education data in Skyward
Ensure accuracy and readiness of data for October Count submissions to the state
Add and update student records, including restraint data, as required

Medicaid & RMTS Coordination

Serve as liaison with ESHARS, IVS, and TMHP regarding Medicaid issues and updates
Assist staff with Medicaid-related questions and compliance requirements
Ensure RMTS (Random Moment Time Study) is completed and submitted within required timelines
Complete Quarterly Participant List and support cost report data collection
Generate reports to maintain compliance with Medicaid requirements

Frontline System Management

Process staff and student transfer requests through Frontline
Initiate and track student records requests; upload and merge records into district systems
Provide support and troubleshooting for Frontline users
Grant and remove system access for staff
Maintain system settings, including dropdown updates
Add new students and ensure accurate data entry

Federal & State Reporting

Prepare and submit required reports including SPP 11, SPP 12, SELA and TSBVI/DB
Develop and generate reports needed for federal and state compliance

Training & Support

Train new staff on systems, processes, and compliance requirements
Provide ongoing support and guidance to staff regarding data systems and procedures
Assist clerical staff as needed to ensure efficient office operations

Qualifications:

Experience working in special education, compliance, or student information systems
Knowledge of state and federal special education regulations
Experience with systems such as Skyward, ESPED, and Frontline (preferred)

Skills & Competencies:

Strong attention to detail and accuracy
Excellent organizational and time management skills
Ability to manage multiple deadlines and compliance requirements
Effective communication and interpersonal skills
Problem-solving and analytical abilities
Ability to train and support staff with varying levels of technical expertise

Work Environment:

Office-based role within a school district or administrative setting
Frequent interaction with staff, administrators, and external agencies

Additional Information:
This position plays a critical role in ensuring compliance and data integrity across special education programs and requires a high level of confidentiality, accuracy, and professionalism.

Special Education Compliance & Data Manager