IEP Scheduling & Compliance Coordinator

Nimble; Vallejo (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Vallejo City Unified School District is seeking an IEP Scheduling & Compliance Technician to organize IEP meeting logistics, prepare NOM notices, and track parent responses. This role supports the Special Education department, coordinating calendars and ensuring timely documentation.

The position involves translating materials, arranging interpreters, and uploading records to SEIS, with an emphasis on accuracy and confidentiality.

Qualifications

• Standard office procedures and practices
• Strong English verbal and written communication skills
• Customer service and telephone etiquette
• Interpersonal skills and teamwork
• Basic computer applications (Google Suite, MS Office)
• Record-keeping and data organization

Responsibilities

• Coordinate IEP meeting schedules using annual calendar dates
• Prepare and distribute Notice of Meeting to parents and team
• Log scheduling attempts and track parent responses
• Coordinate virtual meeting links and physical meeting spaces
• Manage post-meeting signatures and documents
• Translate and interpret IEP documents as needed
• Upload final documents to SEIS and verify electronic files
• Coordinate interpreters per district policy
• Assist with office projects as assigned
• Ensure compliance with timelines and district policies

Skills

Office procedures

English communication

Customer service

Interpersonal skills

Google Suite

Microsoft Office

SEIS

Kami

Google Meet

Data management

Education

High School Diploma + 1 year experience

Tools

Kami

SEIS

Google Suite

Microsoft Office

Google Meet

Job description

VALLEJO CITY UNIFIED SCHOOL DISTRICT

Human Resources

665 Walnut Avenue, Vallejo, CA 94592

JOB DESCRIPTION

IEP SCHEDULING & COMPLIANCE TECHNICIAN

Title: IEP Scheduling & Compliance Technician Reports To: Program Manager

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

Classification: Classified Salary: Range 8

Date Approved: June 2026

DESCRIPTION OF POSITION:

Under general supervision of the Program Manager, the IEP Scheduling & Compliance Technician performs technical

and clerical duties to support Special Education compliance. The position is responsible for coordinating meeting

logistics using established calendars and provided compliance data. This position ensures that the administrative phase of

the IEP process—including scheduling, notification, and documentation—is completed efficiently and complies with

state and federal timelines.

Note: FUNDING SOURCE -This position is a restricted, grant-funded assignment supported by Medi-Cal

reimbursements. The duration of this assignment is dependent upon the continued availability of these funds.

To perform the job successfully, an individual must be able to satisfactorily perform each essential duty. The

requirements listed on the job description are representative of the knowledge, skills and abilities required. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential duties.

REPRESENTATIVE DUTIES:

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

Calendar Management & Scheduling:

○ Coordinates IEP meeting schedules utilizing the annual IEP calendar of Annual and Triennial

due dates generated by school sites.

○ Reviews compliance reports provided by the Program Manager or Special Education Data Compliance

Specialist to identify upcoming deadlines.

○ Initiates scheduling for Annual and Triennial IEPs based on site calendars; supports the initial

scheduling of Initial and Amendment IEPs according to specific timelines provided by the Case

Manager or Program Manager.

○ Coordinates the rescheduling of meetings as needed to ensure all required team members can

attend and timelines are met.

●Meeting Coordination & Notices:

○ Prepares and distributes the Notice of Meeting (NOM) to parents/guardians and all required IEP team

members (General Ed teachers, Administrators, Related Service providers).

○ Creates calendar invites, generates virtual meeting links (e.g., Google Meet), and reserves physical

meeting spaces as required.

Parent Communication & Tracking:

○ Serves as the primary point of contact for scheduling logistics; logs all attempts to schedule meetings.

○ Tracks parent responses to the NOM (agree, decline, request to reschedule).

○ Escalates specific parent requests to the Program Manager immediately, including:

■ Requests to audio record meetings.

■ Requests for legal counsel presence.

■ Declination of an Offer of FAPE.

Document Finalization & Signature Management:

○ Distributes draft IEP documents to the team prior to meetings as directed by the Case Manager.

○ Manages the post-meeting signature process using digital signature platforms (e.g., Kami) or by tracking

physical documents.

○ Consent Tracking: Specifically identifies and reports IEPs signed with "Exceptions" or "Partial

Consent" to the Case Manager and Program Manager for immediate follow-up.

Records Management (SEIS):

○ Scans, files, and uploads final, signed IEP documents and attachments (e.g., assessment reports,

signature pages) into SEIS.

○ Affirms that the electronic file matches the physical/signed documents.

○ Note: This position accesses SEIS for uploading and file maintenance purposes but does not

independently generate compliance reports or modify IEP document content.

Translation & Interpretation:

○ Arranges for interpreters for IEP meetings and coordinates the translation of IEP documents according to

District policy and parent language needs.

○ Distributes and files translated documents to the parent and into the student’s electronic record

upon completion.

Other Duties:

● Works within the office team to assist with office projects as assigned by the Principal

• ● Performs other Job related duties as assigned.

EDUCATION AND CREDENTIALS:

● Any combination of education, training and experience that would provide the required knowledge,

skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

● High School Diploma and one (1) years of experience in a responsible clerical, administrative, or

secretarial assignment.

KNOWLEDGE SKILLS AND ABILITIES:

KNOWLEDGE OF:

● Standard office procedures and practices, including record-keeping, filing systems, reception and

telephone techniques and letter and report writing techniques

● Strong English verbal and written communication skills including spelling, grammar, punctuation, and

vocabulary

● Customer service, telephone techniques and etiquette

● Interpersonal skills using tact, patience, and courtesy

● Basic computer application software that includes word processing, database, spreadsheets, and presentations (e.g.,

Google Suite, Microsoft Office)

● Methods of collecting and organizing data and information

● Standard mathematics

ABILITY TO:

● Plan, formulate, and execute clerical procedures and directives, in accordance with assigned duties and

office policies

● Perform clerical work of intermediate difficulty with accuracy and without close supervision

● Utilize and apply the technology of word processing, database, and spreadsheet applications

● Operate office equipment including but not limited to computer, scanner, and copiers – including

ability to maintain and troubleshoot minor problems.

● Perform mathematical calculations with speed and accuracy

● Compose correspondence and written materials independently or from oral instructions

● Prepare and maintain complete and accurate summaries and reports

● Prioritize and complete all work with limited supervision and ensure accurate records and

documents are completed and updated within required timelines

● Prioritize a changing workload and meet schedules and timelines

● Learn and implement policies, procedures, laws, codes, regulations, and objectives of

assigned services and activities

● Communicate in English, clearly and concisely, both orally and in writing

● Establish and maintain cooperative relationships with those contacted in the course of work

● Work both independently and function effectively within a team setting

● Demonstrate positive interpersonal skills using tact, patience and courtesy

● Handle information in a discreet and confidential manner

● Analyze situations accurately and adopt an effective course of action

● Exercise reasonable judgment in unusual circumstances

● Use good judgment in recognizing scope of authority

● Learn and accurately use applicable data-based systems, such as SEIS

LICENSES AND CERTIFICATION:

● Possession of an appropriate, valid California Driver’s License, and evidence of insurability.

PHYSICAL REQUIRMENTS:

Physical, mental and emotional stamina to perform the duties and responsibilities of the position

● Manual dexterity sufficient to write, use telephone and business machines

● Vision sufficient to read printed materials and computer monitors

● Hearing sufficient to conduct in person and telephone conversations;

● Speaking ability in an understandable voice with sufficient volume to be heard in normal conversational

distance, on the telephone and in addressing groups

● Physical agility to push/pull, squat, twist, turn, bend, stoop, and to reach overhead

● Physical mobility sufficient to move about the work environment (office, district, school site)

● Physical strength sufficient to lift 25 pounds

● Physical stamina sufficient to sit and/or stand for prolonged periods of time

● Mental acuity to collect and interpret data, evaluate, reason, define problems, establish facts, draw

valid conclusions, make valid judgments and decisions.

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.