Early Childhood Data, Intake, and Enrollment Manager

Position Overview

The Data, Intake, and Enrollment Manager ensures the integrity, coordination, and compliance of data, intake, and enrollment systems necessary for the implementation and documentation of preschool special education services under IDEA Part B (Section 619). As Portland Public Schools assumes responsibility for Child Find, evaluation, eligibility determination, placement, and service delivery for children ages 35, this role serves as the central coordination point for family intake, referral processing, scheduling, and data system management.

This position ensures that student information systems accurately document timelines, IEP services, placements, and service minutes required to demonstrate provision of FAPE in the Least Restrictive Environment (LRE).

This role functions as both the first point of contact for families and partners and the operational hub for enrollment, intake, and compliance systems, ensuring timely access to services, continuity of programming, and adherence to state and federal requirements.

• Serve as the first point of contact for families, providers, and community partners, including phone, email, and in‑person communication.
• Facilitate intake processes by collecting and entering referral and family information into data systems.
• Schedule intake meetings between families and case management/administrative teams.
• Maintain communication logs and ensure timely, responsive follow‑up with families.
• Manage incoming and outgoing mail, correspondence, and records distribution (e.g., evaluations, IEPs, progress reports).
• Maintain calendars for meetings, evaluations, and therapy services.
• Order and maintain inventory of supplies, materials, and equipment.
• Maintain systems for tracking loaned equipment and materials.
• Assist with transportation coordination for children, including referrals and communication with transportation providers.
• Coordinate language access support.

• Manage and track all Child Find referrals, including data entry, documentation, and file creation.
• Coordinate and schedule screenings in collaboration with school sites and community programs.
• Prepare screening materials and maintain both confidential and non‑confidential records, including record retention and destruction protocols.
• Assign cases to case managers and support equitable caseload distribution.
• Maintain active referral lists, including ongoing tracking of program openings and service availability.
• Coordinate with contracted providers to identify service capacity and facilitate timely placements.
• Support seamless transitions from CDS to PPS to prevent disruption in FAPE.

• Schedule all initial and annual IEP meetings, evaluations, and C‑to‑B transition meetings.
• Coordinate teleconferences, virtual meetings, and interpreter services as needed.
• Prepare and distribute Advance Written Notices (AWNs), meeting invitations, and procedural safeguards.
• Create and manage virtual meeting links and ensure all participants receive required documentation.
• Support case managers with documentation, communication, and record distribution as needed.

• Maintain and monitor data systems documenting eligibility, IEP services, placement decisions, and service delivery.
• Ensure accurate tracking of service minutes and related services to demonstrate FAPE implementation.
• Conduct routine data validation and compliance audits to ensure data integrity and accuracy.
• Manage enrollment updates, caseload assignments, and system setup processes.
• Open and manage referrals within designated data systems (e.g., Acuity).
• Develop guidance and provide training to staff to support consistent and accurate data entry.

• Monitor timelines related to referrals, evaluations, eligibility, and service initiation to ensure compliance with IDEA requirements.
• Track placement data to ensure students are served in the Least Restrictive Environment to the maximum extent appropriate.
• Generate reports to identify compliance risks, service…