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.
