Intake and Enrollment Specialist - Office

Intake and Enrollment Specialist - Central Office

Portland Public Schools Central Office - Portland, Maine

• Job : 5506966
• Final date to receive applications: Posted until filled
• Posted: Yesterday

TITLE:
Intake and Enrollment Specialist - Central Office

POSITION OVERVIEW:

Are you passionate about supporting multilingual families as they navigate a new school district? Are you skilled at building rapport across cultures while assessing language proficiency with clarity and care? Are you driven to improve systems and processes that shape the enrollment experience and ensure families feel seen and supported from the start? If so, join Portland Public Schools as an Enrollment & Intake Specialist — a key role at the intersection of assessment, student support, enrollment, and multilingual education.

This specialist plays a critical role in language screening, placement, and central registration, collaborating with the Enrollment & Intake team, Multilingual Departments, and school staff to assess proficiency, communicate eligibility, manage student enrollment data, and ensure appropriate language supports. The role also contributes to district wide efforts to maintain accurate enrollment records and uphold high standards of data quality, ensuring that every student is correctly identified and able to access the services and supports they need to thrive.

The position requires cultural responsiveness, strong assessment skills, precise data management, and a commitment to equitable student placement in compliance with state and federal guidelines.

This year-round position includes a generous benefits package, including 20 annual vacation days and full health and dental benefits. The starting salary range for this position is $60,, based on experience.

Family-Centered Intake & Communication

• Conduct welcoming intake interviews with new PPS families to gather students' educational histories and language backgrounds.
• Explain assessment procedures, results, and available services to families in a clear, accessible, and culturally responsive manner.
• Provide an overview of U.S. school systems and district programs, ensuring families understand available resources and expectations.

Assessments & Eligibility

• Administer standardized English language proficiency screeners (e.g., WIDA Screener Online, Kindergarten Screener, PreIPT).
• Evaluate students' speaking, listening, reading, and writing skills in English.
• Collect and assess a writing sample in the student's strongest written language.
• Research and determine appropriate assessment tools for PreK-12 students in consultation with ELL, Special Ed, and Pre-K programming directors to align with best practices.
• Create a welcoming environment to ensure students feel comfortable and can perform their best during assessments.
• Document substantive observational notes on student language development to be shared with educators and kept in students' cumulative files.

Collaboration & Placement

• Recommend grade and program placement based on assessment data and individual student needs.
• Identify and flag academic, behavioral, or health concerns, ensuring findings are documented and shared with appropriate school personnel.
• Consult with ESOL/DLL specialists, special educators, school counselors, and McKinney-Vento liaisons to ensure students receive proper supports.
• Communicate key insights to school teams and document findings in student records.
• Collaborate with instructional staff, school leaders, and department heads to discuss intake testing procedures, outcomes, and implications for student services.

Student Enrollment & Data Management

• Enter new and edit existing PK-12 student enrollments in the district's student information system.
• Maintain, monitor, and manage accurate student data according to federal and state laws and district policies.
• Use electronic systems (Helpdesk Tickets, district SIS, State of Maine's data system) to manage student exits, enrollment edits, and State .
• Ensure proper recording of registration materials (IEPs, 504s, proof of birth, transcripts) within Helpdesk Tickets.
• Support the McKinney-Vento Coordinator by updating student enrollment records related to nighttime residence status.
• Participate in meetings and trainings to stay informed of registration policies, procedures, and best practices.

Professional Support & Compliance

• Provide training and guidance to school staff on intake procedures, assessment tools, and how to interpret results.
• Maintain accurate data for state and local reporting and produce monthly intake reports.
• Stay current on best practices for language screening, multilingual learner development, and related educational policy, as well as state requirements related to student records and enrollments.

Process Improvement & Systems Design

• Collaborate with team members to develop and refine Standard Operating Procedures (SOPs) for Enrollment & Intake workflows.
• Apply a continuous improvement mindset to identify…