Eligibility Coordinator

POSITION: Eligibility Coordinator

LOCATION: Division-based

SALARY: Managerial Scale, Grade 14

HOURS: Full Time, 7.5 Hours per day

POSITION LENGTH: 245 Days (12 Months)

FLSA STATUS: Exempt

IMMEDIATE SUPERVISOR: Director of Special Education

JOB SUMMARY:

The Eligibility Coordinator oversees and coordinates the process for determining student eligibility for special education services under the Individuals with Disabilities Education Act (IDEA) and Section 504 of the Rehabilitation Act. This position ensures compliance with all federal, state, and local regulations while collaborating closely with educators, related service providers, administrators, and families to support accurate, timely, and data-driven eligibility decisions.

The Eligibility Coordinator provides guidance and training to staff, supports families throughout the evaluation and eligibility process, maintains required documentation, and ensures that eligible students receive appropriate services and accommodations aligned with their individual needs.

REQUISITE EDUCATION AND SKILLS:

• Valid Virginia Department of Education Pupil Personnel Services License as a School Psychologist required.
• Minimum of three (3) years of experience working in special education or a related field, including experience with eligibility assessments and IEP development.
• In-depth knowledge of federal and state special education laws and regulations, including IDEA and Section 504.
• Strong organizational skills with exceptional attention to detail.
• Ability to collaborate effectively with multidisciplinary teams.
• Excellent written and verbal communication skills, particularly when working with students, families, and school staff.
• Strong problem-solving skills and the ability to manage complex and sensitive cases.
• Proficiency in the use of IEP software systems and databases for documentation and reporting.
• Ability to analyze, interpret, and synthesize assessment data from multiple sources to support eligibility determinations and educational planning.

ESSENTIAL JOB RESPONSIBILITIES AND DUTIES: (including but not limited to the following)

• Coordinate and manage the process for determining students' eligibility for special education services in accordance with federal, state, and local regulations, including IDEA and Section 504.
• Ensure all eligibility decisions are compliant with applicable laws, regulations, and division procedures.
• Schedule, coordinate, and facilitate eligibility meetings and evaluations, ensuring required timelines are met and all documentation is collected, reviewed, and maintained.
• Collaborate with multidisciplinary teams to review assessment data and make data-driven eligibility determinations.
• Ensure evaluations are comprehensive and address academic, behavioral, social, and emotional areas of need, as appropriate.
• Work collaboratively with school psychologists, speech-language pathologists, occupational therapists, teachers, and other specialists to gather and interpret assessment data.
• Serve as a primary point of contact for teachers, administrators, families, and staff regarding eligibility procedures, requirements, and concerns.
• Communicate clearly and effectively with families regarding eligibility criteria, evaluation processes, procedural safeguards, and eligibility outcomes.
• Support families in understanding the eligibility process, addressing concerns, and accessing available resources.
• Provide guidance to teachers and staff on identifying students who may require special education evaluations.
• Provide technical assistance to school staff related to eligibility procedures, documentation requirements, and compliance expectations.
• Assist in the development and review of Individualized Education Programs (IEPs) for students determined eligible for special education services.
• Advocate for students to ensure they receive appropriate services, supports, and accommodations aligned with their identified needs.
• Assist in resolving disputes or concerns related to eligibility determinations or the provision of special education services.
• Maintain accurate, confidential records related to evaluations, eligibility meetings, and determinations.
• Analyze eligibility data to identify trends, patterns, and areas for improvement, and prepare reports for school and division leadership.
• Provide training and ongoing professional support to school staff on eligibility-related topics and best practices.
• Stay current with changes in special education laws, regulations, and guidance to ensure continued compliance.
• Assume responsibility for ongoing professional growth and maintain current knowledge related to eligibility, assessment, and special education law.
• Perform other duties as assigned that support the mission and vision of Manassas Park City Schools.

PHYSICAL REQUIREMENTS:

• The position requires the ability to effectively communicate and interact with staff and the public through telephone and in-person contact. Duties require the ability to see, read, talk, hear, and handle or feel objects and controls.
• The employee must have the physical capability to operate standard office equipment, including but not limited to a computer, calculator, copier, and fax machine. Some climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions may be required.

CLEARANCES (Conditions for employment):

• Criminal Justice Fingerprint/Background Clearance
• Tuberculosis Screening

EQUAL OPPORTUNITY EMPLOYER

Manassas Park City Schools assures equal employment and educational opportunities for employees and students as required by federal and state laws and regulations. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

This job description is intended to reflect the general nature and level of work performed by the employee. It is not intended to be an exhaustive list of all responsibilities, duties, skills, or working conditions associated with the position. Management reserves the right to modify, add, or remove duties and to assign other responsibilities as necessary.