Special Programs Specialist

NECESSARY MATERIALS FOR APPLICATION:
-Letter of Introduction
-Resume (Full Work History)
-Letters of Recommendation- Two (2) current, professional letters (one must be from a current or former direct supervisor and dated within the last 3 years)

 

Please note: All required documents must be submitted at the time of application. Incomplete applications will not be accepted or reviewed

Special Programs Specialist

Job Description

 

Reports To:  Manager II, Registrar (or designee)

FLSA Status: Non-Exempt

School Classification: Classified

Pay Schedule: Range 3 ($28.90 - $37.70)

Work Schedule: 12 months

Location: On-site and Remote Office

 

Position Summary:  Under the direction of the Manager II, Registrar, the Special Programs Specialist supports the administration and compliance of mandated student programs by maintaining accurate program data, monitoring timelines, and ensuring regulatory requirements are met. This role collaborates with internal partners to support appropriate student services, conducts data quality reviews, assists with enrollment activities as needed, and communicates with families regarding documentation requirements while maintaining confidentiality and compliance with applicable laws and policies.

 

ESSENTIAL FUNCTIONS and RESPONSIBILITIES

 

General Duties:

1. Coordinates with departments supporting special programs, including Special Education, English Learner, and other mandated programs

2. Ensures compliance with applicable special program policies, procedures, and reporting requirements

3. Oversees accurate identification, coding, and maintenance of special program data in the Student Information System (SIS)

4. Collaborates with counselors, case managers, and program leads to support appropriate student placement and services

5. Supports enrollment and re-enrollment activities across the department as needed to assist with workload coverage and peak enrollment periods

6. Communicates with families, as assigned, regarding enrollment documentation, registration requirements, and follow-up items

7. Conducts data quality reviews to identify and resolve discrepancies related to special programs and enrollment records

8. Tracks special program timelines and ensures timely updates based on eligibility determinations, changes, or exits

9. Partners with the Senior Specialist, Student Information & Reporting, to ensure accurate CALPADS reporting

10. Maintains documentation to support audits, compliance reviews, and enrollment-related data requests

11. Collaborates with fellow Specialists to meet departmental deadlines and provide cross-functional support as needed

 

Other Duties:

1. Responds to all school-related communication within 24 business hours

2. Documents and refers to the school’s management all formal disciplinary actions involving students; supporting management with addressing and resolving complaints from students and parents in a timely manner; ensuring compliance with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act)

3. Performs other duties as assigned

 

QUALIFICATIONS GUIDE

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

 

Education & Experience:

1. Three (3) years of clerical or secretarial experience preferred

2. Some college-level coursework related to the responsibilities of the position is desired

 

Other Qualifications:

1. State and federal background clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received, and Human Resources notifying the immediate supervisor o