Enrollment & Records Specialist — Special Education

Vallejo City Unified School District; Vallejo (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

Vallejo City Unified School District seeks an Intake Records Specialist to manage enrollment documents, review for completeness, and route files to the appropriate staff. This role supports communication with families, staff, and external agencies, ensuring timely processing and accurate records.

The position requires a high school diploma and 4+ years of clerical experience, including confidential handling of student records and proficiency with SIS/SEIS systems.

Qualifications

• High school diploma with basic typing and office skills.
• Four years of progressively responsible clerical experience.
• Ability to maintain confidentiality of student records.

Responsibilities

• Process intake and enrollment documents and verify completeness.
• Route IEP records and interim placement files to appropriate staff.
• Receive assessment requests and forward to the proper administrator.
• Use SIS/SEIS to verify enrollment status and program history.
• Screen calls, greet visitors, and resolve routine inquiries.
• Coordinate timesheets, overage forms, and documentation for approval.
• Liaise with Transportation, CDE portals, and related departments.

Skills

Typing

Secretarial duties

Confidentiality

Education

High school diploma

Clerical experience

Tools

Aeries/SEIS

Job description

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 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.

EDUCATION AND CREDENTIALS:

● Graduation from high school, including advanced courses in typing, stenography, computers and

office practice.

● Four years of varied and progressively more responsible clerical experience including at least one

year of computer use while performing secretarial duties for an administrative officer.

KNOWLEDGE SKILLS AND ABILITIES:

KNOWLEDGE OF:

● Knowledge of: Modern office practices; basic terminology related to Special Education (IEP,

Assessment, Due Process); operation of student information systems (Aeries/SEIS) for data entry.

ABILITY TO:

● Ability to: Follow specific instructions and established workflows; check documents for clerical

accuracy and completeness; maintain confidentiality of student records; communicate clearly

with the public.

PHYSICAL REQUIRMENTS:

Frequency Key; None (1) Occasional - up to 25% of shift (2);Intermittently - up to 50% of shift (3); Frequently — up to 75% of shift (4)

Activity Frequency

Bend 2

Lift/carry 0-10 lbs 2

Twist 2

Lift/carry 11-25 lbs 2

Squat 2

Lift/carry 26-40 lbs 1

Kneel 2

Lift/carry 41-100 lbs 1

Climb 1

Stand 3

Reach above shoulder 2

Walk 3

Grip/Grasp 4

Sit 4

Extend/Flex Neck 3

Drive 2

Use Right Hand 4

Perform Repetitive Hand Motions 3

Use Left Hand 4

Keyboarding/Mouse Work 4

Ability to See 4

Ability to Hear 4

THE VALLEJO CITY UNIFIED SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER and in compliance with federal and state laws, does not discriminate in any employment practice on the basis of age, ancestry, color, marital status, medical condition, national origin, political or union affiliation, physical or mental disability, race, religion, sexual orientation or sex. The District is in compliance with ADA requirements.