Lead Case Manager

Lead Case Manager

Summary The Lead Case Manager (LCM) plays a critical role in ensuring the compliance, quality, and effectiveness of all special education programming at Deep Roots Charter School. Reporting to the Assistant Principal of Specialized Services, the LCM supports the case manager team in maintaining up-to-date and accurate documentation, implementing high-quality IEPs, and managing timelines that ensure all students receive the services they need. The LCM also leads systems for data management, progress monitoring, scheduling, and professional development, while maintaining strong communication with internal teams, families, and external partners.

About Deep Roots* Where students discover joy, belonging, and purpose *

Authentic Relationships At Deep Roots, we build strong relationships with students and families to ensure that each child is known and supported both academically and emotionally.

Personalized Learning We prioritize individual needs, offering tailored support through targeted services, interventions, and collaborative team efforts.

Our Core Values****Practice: We commit to deliberate practice and continuous improvement at every level of our school. Service: We engage in meaningful service and reflection that strengthens our school and community. Purpose: We empower students to pursue their unique purpose with passion and intention.

Antiracist & Inclusive: Deep Roots is an actively anti-racist organization committed to equity, inclusivity, and the dismantling of systemic barriers that affect our students and families.

Responsibilities & Duties

Case Management Oversight & Scheduling

• Maintain and update a master caseload tracker, ensuring student assignments, disability classifications, service minutes, and Case Manager responsibilities are accurate and current.

• Completion of weekly 30-minute individual check-ins with all Case Managers, with documented coaching priorities and follow-up actions.

• Develop and maintain a comprehensive annual calendar of IEP meetings, initial evaluations, reevaluations, progress monitoring deadlines, and other special education compliance requirements.

• Coordinate IEP meeting schedules, issue required invitations, and distribute calendar holds to appropriate team members.

• Monitor upcoming deadlines and communicate proactively with Case Managers to prevent missed compliance timelines.

• Support Case Managers with service scheduling, intervention planning, and adjustments resulting from eligibility determinations, placement changes, or student exits.

• Maintain the Special Education Suite calendar and coordinate with school psychologists and related service providers regarding evaluation timelines and scheduling.

• Ensure upcoming meetings and compliance deadlines are clearly communicated to the APSS and applicable staff members.

IEP & Evaluation Support

• Review all draft IEPs for accuracy, completeness, alignment with evaluation data, and compliance with federal and Pennsylvania special education requirements.

• Provide written feedback to Case Managers within 24 hours of receiving IEP drafts during established workdays.

• Ensure IEP meetings are appropriately scheduled and that required documentation is prepared before meetings.

• Monitor the timely finalization of IEPs in PowerSchool and ensure finalized documents are uploaded to the appropriate student Green File.

• Track missing IEP components, signatures, and documentation, communicating required corrections and deadlines to Case Managers.

Progress Monitoring & Data Systems

• Train CMs on how to complete and upload progress monitoring in IEP+; ensure key dates are mapped on Outlook calendars.

• Review and edit all progress monitoring data and collaborate with CMs on lack of progress reports at the end of each Reporting Period (RP).

• Monitor intervention fidelity and ensure data reporting aligns with IEP goals.

Compliance & Documentation

• Conduct monthly special education compliance audits for every Case Manager, reviewing IEP documentation, evaluation timelines, progress monitoring, required signatures, and student Green Files.

• Provide written audit feedback to Case Managers, identify required corrective actions, and monitor completion of outstanding items.

• Maintain and regularly update the schoolwide Special Education Compliance Tracker.

• Audit student Green Files to ensure required IEPs, ER/RRs, NOREPs, PTEs, PTREs, and other compliance documents are accurate, complete, and appropriately organized.

• Communicate missing or incomplete documentation to Case Managers, establish correction deadlines, and document follow-up.

Alternative Placement Case Management

• Serve as the assigned Case Manager for students receiving special education services at alternative placements.

• Develop, write, review, and revise IEPs for all assigned students at alternative placements, ensuring compliance with federal and Pennsylvania special education requirements.

• Schedule, coordinate, and facilitate annual IEP meetings, reevaluations, and other required special education meetings for assigned students.

• Collaborate with alternative placement staff, families, related service providers, and school leadership to ensure IEPs accurately reflect students' present levels, measurable annual goals, specially designed instruction, accommodations, and related services.

• Monitor IEP implementation, service delivery, student progress, and required progress reporting through regular communication with placement providers.

Related Service Provider Management

• Accurate tracking of outside related service delivery, provider documentation, and outstanding service concerns.

• Timely identification and escalation of missed related services and provider compliance concerns.

• Effective coordination of provider schedules, evaluations, IEP meeting participation, and progress reporting.

Transportation & Related Services Coordination

• Manage all transportation requests (TARs) and ensure accurate processing in coordination with external providers.

• Support transitions in student programming and placement to ensure continuity of required transportation services.

Qualifications

• Deep understanding of federal and Pennsylvania special education requirements, including IDEA, IEP development, evaluation procedures, procedural safeguards, and compliance documentation.

• Demonstrated experience managing special education caseloads, timelines, and student documentation.

• Strong organizational, analytical, communication, and problem-solving skills.

• Ability to coach colleagues, provide constructive feedback, and support continuous improvement.

• Experience using special education documentation systems, student information systems, and data management tools.

Education & Experience

• Bachelor's degree required; master's degree or advanced coursework in special education or educational leadership preferred.

• Valid Pennsylvania Special Education certification required.

• Demonstrated experience as a special education Case Manager with a record of effective IEP development, implementation, and compliance.

• Prior experience in a special education leadership, lead case management, or compliance coordination role strongly preferred.

Title : Lead Case Manager

Location : Philadelphia, PA 19134

Job Type : Full-Time