CLASS TITLE: Transition Coordinator, Alternative Schools Department

To coordinate and oversee intake and exit services for students in the Alternative Schools Department (ASD) of the Santa Clara County Office of Education. Employees in this job class receive limited supervision within a framework of specialized policies and procedures. Employees in this job class serve as a liaison and as a resource to districts, schools, local agencies, ASD, community representatives, and parents regarding program attendance, eligibility, and enrollment procedures. This job class requires knowledge of available ASD program services at community schools, juvenile institutions, and the children's shelter.

• Coordinates and oversees intake and exit services for ASD students; confers with districts, schools, local agencies, ASD, community representatives, and parents including but not limited to program attendance, student enrollment, student records and withdrawal procedures, and facilitates communication of the same amongst program staff and parents

• Meets with students to establish individual goals that will lead to student's successful transition into or within the ASD program; identifies and places special education students appropriate to the ASD program; requests Individual Education Plans (IEP) and distributes to necessary school personnel

• Coordinates with ASD school office staff and participates in activities relating to attendance, student enrollment and withdrawal

• Contacts and collaborates with probation department staff and other community-based, public and private agencies; prepares and distributes probation referrals

• Coordinates and works with other ASD staff in the transition process including student enrollment, eligibility, and attendance, from the school district to ASD programs or within the alternative schools program

• Monitors, verifies, and maintains accurate data relating to attendance, student enrollment and withdrawal

• Compiles program and student data; prepares reports for the county office, school districts, state and federal agencies relating to assigned functions

• Prepares student enrollment, and withdrawal packets; maintains and updates student waiting/contact lists; notifies school districts and other agencies of available vacancies, withdrawals and/or suspensions

• Enters initial student data in student information system, monitoring and adjusting pertinent information regularly to ensure the accuracy, timeliness, and confidentiality of recorded information; serves as custodian of records

• Requests records for incoming students including transcripts, test results, and health records from previous schools; forwards records to community or institutional school office personnel; converts units noted in transcripts to County Office system as necessary

• Monitors the entry of student grades; may prepare and forward student transcripts and other records as necessary

• Receives, and responds to requests regarding student files including, but not limited to, enrollment/withdrawal, attendance, transcripts, grades, and health/immunization

• Provides feedback and makes recommendations to ASD Director on the effectiveness of services

• Operates desktop computers, copiers, calculators, and fax machines, and other peripheral and standard office equipment in the course of assigned functions

• Uses spreadsheet, word-processing, presentation, and database software programs as well as the student information system in the Alternative Schools Department to maintain accurate student files

• Prepares a variety of correspondence, reports, memoranda, forms, and schedules associated with assigned functions

• Attends and participates in staff, educational and other meetings as required

• Screens telephone calls and responds to inquiries, providing information, or directing caller to proper person when necessary

• Travels to school sites and districts for the purpose of intakes; and to districts to update and assess student progress within the ASD program

• Performs related duties as assigned.

• A valid California driver's license with a driving record that meets the insurance requirements of the County Office of Education.

• Program services available through community schools, juvenile institutions, and special education

• Vocational education resources

• Applicable local, State, and Federal guidelines, regulations, rules, and related statutes

• Effective office principles, procedures, and practices including indexing, filing systems and maintenance, telephone techniques, and report writing

• Problems faced by and concerns of at-risk youth and students in juvenile institutions, community schools, and shelters

• Basic techniques of instruction used in classroom settings

• Student assessment techniques and procedures

• Office software applications for word processing, spreadsheet, and database systems

• Proper English usage including grammar, punctuation, vocabulary, spelling, and sentence structure.

Ability to:

• Coordinate and facilitate communication amongst schools, counselors, administrators, local agencies, community representatives, and parents

• Understand and carry out both oral and written instructions in an independent manner

• Perform arithmetic calculations with speed and accuracy

• Interpret and apply applicable state and federal laws, rules, regulations, procedures, and policies

• Interact successfully with parents, students, ASD staff, county probation and social services agencies

• Compile and maintain accurate and complete records and prepare related reports and correspondence

• Use and maintain an on-line student information system for currently and previously enrolled students

• Analyze routine situations accurately and adopt an effective course of action

• Operate a variety of office equipment including, but not limited to, computers, copiers, fax machines, calculators, and other peripheral equipment

• Work independently and with limited supervision

• Serve as a resource to County Office program and school site and office personnel

• Establish and maintain effective working relationships with those contacted in the performance of required duties.

Generally, any combination of training and experience that provides the required knowledge and abilities is qualifying. A typical method of demonstrating these qualifications would be at least three years of responsible or related experience in education program enrollment, student records and attendance, or pupil personnel. Experience with at-risk, community, court supervised, or special needs students preferred.

BARGAINING UNIT: Office, Technical, and Business Services (OTBS) Unit

WORKING CONDITIONS: Duties are primarily performed in an office environment. Incumbents are subject to constant interruptions by staff, parents, or external agencies, demanding compliance issues or legal timelines. Incumbents are required to occasionally travel to program sites and school districts.

PHYSICAL DEMANDS: Incumbents regularly sit for long periods of time, walk short distances on a regular basis, use hands and fingers to operate desktop computer keyboard or other office equipment, reach with hands and arms, stoop, kneel, or crouch to file, speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voice over telephone and in person; and move and transport materials weighing up to 20 pounds.

Personnel Commission Approval: April 25, 2002
Revised: February 14, 2008