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TITLE: Early Childhood Data, Intake, and Enrollment Manager

POSITION OVERVIEW: 

The Data, Intake, and Enrollment Manager ensures the integrity, coordination, and compliance of data, intake, and enrollment systems necessary for the implementation and documentation of preschool special education services under IDEA Part B (Section 619).

As Portland Public Schools assumes responsibility for Child Find, evaluation, eligibility determination, placement, and service delivery for children ages 35, this role serves as the central coordination point for family intake, referral processing, scheduling, and data system management. This position ensures that student information systems accurately document timelines, IEP services, placements, and service minutes required to demonstrate provision of FAPE in the Least Restrictive Environment (LRE).

This role functions as both the first point of contact for families and partners and the operational hub for enrollment, intake, and compliance systems, ensuring timely access to services, continuity of programming, and adherence to state and federal requirements.

ESSENTIAL RESPONSIBILITIES:

Intake, Family Engagement, and Office Administration

• Serve as the first point of contact for families, providers, and community partners, including phone, email, and in-person communication.
• Facilitate intake processes by collecting and entering referral and family information into data systems.
• Schedule intake meetings between families and case management/administrative teams.
• Maintain communication logs and ensure timely, responsive follow-up with families.
• Manage incoming and outgoing mail, correspondence, and records distribution (e.g., evaluations, IEPs, progress reports).
• Maintain calendars for meetings, evaluations, and therapy services.
• Order and maintain inventory of supplies, materials, and equipment.
• Maintain systems for tracking loaned equipment and materials.
• Assist with transportation coordination for children, including referrals and communication with transportation providers.
• Coordinate language access support

Child Find and Enrollment Coordination

• Manage and track all Child Find referrals, including data entry, documentation, and file creation
• Coordinate and schedule screenings in collaboration with school sites and community programs
• Prepare screening materials and maintain both confidential and non-confidential records, including record retention and destruction protocols
• Assign cases to case managers and support equitable caseload distribution
• Maintain active referral lists, including ongoing tracking of program openings and service availability
• Coordinate with contracted providers to identify service capacity and facilitate timely placements
• Support seamless transitions from CDS to PPS to prevent disruption in FAPE

IEP and Evaluation Scheduling (Part B Coordination)

• Schedule all initial and annual IEP meetings, evaluations, and C-to-B transition meetings
• Coordinate teleconferences, virtual meetings, and interpreter services as needed
• Prepare and distribute Advance Written Notices (AWNs), meeting invitations, and procedural safeguards
• Create and manage virtual meeting links and ensure all participants receive required documentation
• Support case managers with documentation, communication, and record distribution as needed

IDEA Data Systems Administration

• Maintain and monitor data systems documenting eligibility, IEP services, placement decisions, and service delivery
• Ensure accurate tracking of service minutes and related services to demonstrate FAPE implementation
• Conduct routine data validation and compliance audits to ensure data integrity and accuracy
• Manage enrollment updates, caseload assignments, and system setup processes
• Open and manage referrals within designated data systems (e.g., Acuity)
• Develop guidance and provide training to staff to support consistent and accurate data entry

Compliance Monitoring and Reporting

• Monitor timelines related to referrals, evaluations, eligibility, and service initiation to ensure compliance with IDEA requirements
• Track placement data to ensure students are served in the Least Restrictive Environment to the maximum extent appropriate
• Generate reports to identify compliance risks, service gaps, and systemic trends
• Prepare and validate required data submissions to the Maine DOE and federal reporting systems
• Support monitoring reviews, audits, and data verification processes
• Elevate compliance concerns to leadership and support corrective action planning

Data Governance and Confidentiality

• Ensure compliance with FERPA and all applicable state and federal data privacy laws
• Maintain confidentiality in all aspects of student and family information
• Manage user access and permissions within student information and IEP systems
• Oversee secure maintenance, storage, and destruction of student records

Knowledge, Skills, and Abilities

• Strong working knowledge of IDEA preschool requirements, including Child Find, FAPE, and LRE
• Demonstrated ability to manage high-volume intake, scheduling, and data systems simultaneously
• Strong organizational systems and attention to detail in managing complex workflows
• Ability to analyze data to identify compliance risks and inform decision-making
• Skill in translating procedural and compliance requirements into clear, actionable processes
• Strong interpersonal and communication skills with a focus on family-centered practices
• Ability to collaborate across departments, including special education, transportation, and contracted providers
• Proficiency in student information systems and data management platforms

Working Conditions

• Year-round district-based administrative position
• Regular interaction with families, early childhood staff, special education teams, and community partners
• Frequent coordination across multiple systems and departments
• Occasional travel to school or partner sites
• Standard office-based physical demands

QUALIFICATIONS:

Required:

• Minimum of three (3) years of experience in data systems, intake coordination, enrollment management, or program administration
• Experience managing complex administrative systems with high attention to accuracy and timelines
• Demonstrated ability to coordinate multiple processes and stakeholders simultaneously

Preferred:

• Experience in early childhood or special education settings
• Familiarity with IEP management systems and student information systems
• Knowledge of Maine DOE reporting processes and MaineCare systems

EMPLOYMENT DETAILS:

• Schedule: Full Year, Full Time (1.0 FTE)
• Assignment: Permanent
• Reports to: Director of Early Childhood Special Education
• Contract: Non-Represented Salaried Employees (see administrative bulletins for non-bargaining employees here)
• Salary: $75,000-$85,000
• Benefits: Eligible for benefits as outlined here

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Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.