Enrollment & Records Specialist — Special Education

VALLEJO CITY UNIFIED SCHOOL DISTRICT

Human Resources

665 Walnut Avenue, Vallejo, CA 94592

JOB DESCRIPTION

INTAKE RECORDS SPECIALIST

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

DESCRIPTION OF POSITION:

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.

REPRESENTATIVE DUTIES:

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

Intake & Enrollment Processing

● 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.

Department Communication & Database Use

● 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.

Operational Support & Compliance Routing

● 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 & Reception

● Records Requests:
Processes…