2025-2026 SY: Data Entry/Accountability - SPED

 

Title: Data Entry /Accountability – SPED	Work Unit: Exceptional Student Services Department	Reports To: Exceptional Student Services Department Director(s)
Work Calendar: 12 month	Pay Schedule: NEA Departments Support 12 mo	Overtime Status: N/A
Hours: 8 hours per day	Union Status: CBA	Licensure: N/A

Note: All positions with Santa Fe Public Schools require a post-offer/pre-employment background check. Some positions have additional requirements as established by federal or state rules and regulations.
 
General Function:
Provide a broad range of reporting and data analysis for District-wide information needs. Under limited
supervision, performs varied and complex reports. Performs a variety of clerical, secretarial, and other
minor administrative functions required for the operation of the Special Education Department
(Exceptional Student Services). Performs other duties as assigned.
 
Education/Training/Experience:
(Basic minimum requirements are subject to change from time to time to meet the needs of the District.)
Minimum: High School graduate or equivalent. Five years previous secretarial/administrative or data experience. Bilingual: English-Spanish.
 
Knowledge/Skills and Abilities:
Assists the Director of Operations by maintaining all state and federally required data on students with
disabilities served with Individual Education Plans (IEP’s) and Individual Accommodation Plans (IAP’s).
Evaluating data quality, communicating with appropriate school staff to collect/correct data, and
submitting all required reports in a timely and accurate manner.
 
Essential Job Functions:
Performs all functions in accordance with established policies, procedures, safety and environmental
regulations, facility and computer security policies and procedures. Functions are subject to change from
time to time to meet the needs of the organization. Current essential responsibilities include, but are not
limited to the following:
 
1. Responsible for collection, preparation, and accuracy of all special education data reports for
the Santa Fe Public Schools, New Mexico State Department of Education, and Federal
Reporting Guidelines
2. Assist Program staff with clerical tasks (i.e. photocopy, print, fax, assemble information packets)
3. Perform routine checks and comparisons of reports or records for compliance with
specific program requirements
4. Prepares and completes mailing process of student records or correspondence
5. Assists with organizing of records, maintaining of Special Education student folders, and
other permanent records assigned and while protecting confidentiality of student records and
information
6. Prepare and process record requests from other schools and colleges for student records
7. Schedules students for testing and assessment appointments
8. Answer telephones and respond to inquiries ? Assist students/parents with general program
information
9. Use School Pathways - Student Information System to add, edit and monitor Special Education
students
10. Compile Compliance Reports - Cumulative data source to add, edit and monitor all
Special Education students (all schools & sites)
11. Audit and Review (Internal Monitoring)
12. Provides support in Special Education enrollment and identification
13. Support program staff
14. Participate in department and program trainings and meetings (on-site and off-site)
15. Communicates effectively and timely with Director of Operations
16. Facilitates successful monitoring and completion of compliance checklists of IEPs as
meetings occur
17. Translation services if applicable
18. Operates Powerschool and TieNet related functions
19. Strictly adheres to timelines
20. Perform other tasks as assigned
21. Adhere to attendance policies
 
Salary Range and Benefits:
$40,000 - $50,000+
 
Resources Used in Performing Job Include (but are not limited to): 
Standard office equipment and software platforms such as Microsoft Office (Word, Excel, PowerPoint) and the Google Suite. Telephone, fax, copier, computer, calculator.
 
Physical/Cognitive Requirements: 
Regularly required to stand and move throughout a room and/or facility. Communicates verbally and
electronically. Uses hands to handle or feel objects, tools, or controls and reach with hands and arms.
Frequently required to stoop, kneel, crouch, and/or crawl. Occasionally required to sit, climb, balance, an
drive. May have occasion to perform heavy lifting up to 40 pounds. Specific vision abilities required
include close vision, distance vision, color vision, and the ability to adjust focus. Must possess and
maintain a valid driver’s license and private automobile. Some evening or weekend work and travel may
be required.
 
Environmental Conditions: 
Work is performed in an office setting with exposure to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage. Some sitting, standing, bending and reaching may be required. Some occasional travel is required for meetings and conferences.
 
Personal Accountability:

1. Demonstrates reliability as evidenced by attendance records and punctuality.
2. Properly notifies supervisor and/or designee of absences or tardiness.
3. Begins and completes work within the allotted time.
4. Consistently appears in attire appropriate to the work environment.
5. Demonstrates skill in the use of equipment including its capabilities, limitations and appropriate/ special application.
6. Protects the district’s resources through appropriate and careful use of supplies and equipment.
7. Utilizes appropriate body mechanics to aid in the prevention of muscle strain/injury.