Intake Records Specialist; Internal

VALLEJO CITY UNIFIED SCHOOL DISTRICT

Human Resources

665 Walnut Avenue, Vallejo, CA 94592

JOB DESCRIPTION

Title: Intake Records Specialist Reports To: Program Manager

Department: Special Education / SELPA Work Year: 241 Days per year

Classification: Classified Salary: Range 9

Date Approved: June 2026

Under the general supervision of the Executive Director of Special Education, the Intake & Records

Technician performs specialized clerical and technical support duties related to student enrollment,

records maintenance, and department operations. This position serves as the central processing hub for the

department, receiving and reviewing documents for completeness before routing them to the appropriate

administrators or specialists. The position focuses on following established workflows to ensure accurate

and timely communication with staff, parents, and external agencies.

The following is a list of duties that are representative of the position and include, but are not limited to, the following:

• Enrollment Routing:
  Serves as the initial point of intake for families; provides directions and links for general enrollment and explains unique additional steps for students with IEPs; verifies that required documents are attached (residency, current IEP), and directs families to their school of residence or assignment based on established district charts.
• Interim Placement Routing:
  Receives incoming IEP records; identifies students requiring 'Interim Placement' based on file documents and immediately forwards the file to the assigned Program Manager and Data Specialist for review and action.
• Assessment Request Intake:
  Receives written requests for assessment; time-stamps documents upon receipt and transmits them immediately to the appropriate School Site Administrator, assessment team, or Program Manager for response.

• Front Line Resolution:
  Screens and prioritizes phone calls, emails, and walk-ins. Uses knowledge of department structure to resolve routine inquiries without escalating to administration.
• Database Utilization:
  Accesses the Student Information System (SIS) and Special Education Information System (SEIS) to verify student enrollment status, identify current case carriers, and review program history for the purpose of directing communication and identifying necessary next steps for families and staff.
• De-escalation:
  Professionally manages communication with distressed parents, documenting concerns and directing them to the appropriate Case Manager or Administrator.

• Timesheet & Overage Processing:
  Collects department timesheets and Caseload Overage forms; reviews submissions to ensure all required fields are filled, signatures are present, and necessary documentation is attached; forwards completed packages to the Administrator for approval. Returns incomplete documents to staff for correction.
• Transportation Liaison:
  Serves as the intake point for all Special Education transportation requests; reviews IEPs to verify 'curb-to-curb' eligibility and transmits accurate student data to the Transportation Department for routing. Acts as the primary communication liaison between parents and the Transportation Department regarding service start dates, delays, or equipment needs, while referring complex routing disputes to the Program Manager.
• CDE/Legal Portal Monitoring:
  Logs into state compliance portals daily; checks for new notifications, downloads relevant documents/complaints, and forwards them via email to the Executive Director and Executive Cabinet for analysis and response.

• Records Requests:
  Processes routine requests for student records from parents, districts, and attorneys; retrieves files from the database and sends them within the statutory 5-day timeline; logs completion of requests.
• Department Reception:
  Answers telephones and greets visitors; answers routine questions regarding department procedures; takes messages or routes calls to the appropriate staff member.

• Graduation from…