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How to hire a special services coordinator

Special services coordinator hiring summary. Here are some key points about hiring special services coordinators in the United States:

  • In the United States, the median cost per hire a special services coordinator is $1,633.
  • It takes between 36 and 42 days to fill the average role in the US.
  • Human Resources use 15% of their expenses on recruitment on average.
  • On average, it takes around 12 weeks for a new special services coordinator to become settled and show total productivity levels at work.

How to hire a special services coordinator, step by step

To hire a special services coordinator, you need to identify the specific skills and experience you want in a candidate, allocate a budget for the position, and advertise the job opening to attract potential candidates. To hire a special services coordinator, you should follow these steps:

Here's a step-by-step special services coordinator hiring guide:

  • Step 1: Identify your hiring needs
  • Step 2: Create an ideal candidate profile
  • Step 3: Make a budget
  • Step 4: Write a special services coordinator job description
  • Step 5: Post your job
  • Step 6: Interview candidates
  • Step 7: Send a job offer and onboard your new special services coordinator
  • Step 8: Go through the hiring process checklist
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  1. Identify your hiring needs

    The special services coordinator hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

    Determine employee vs contractor status
    Is the person you're thinking of hiring a US citizen or green card holder?

    A special services coordinator's background is also an important factor in determining whether they'll be a good fit for the position. For example, special services coordinators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

    Here's a comparison of special services coordinator salaries for various roles:

    Type of Special Services CoordinatorDescriptionHourly rate
    Special Services CoordinatorSocial and human service assistants provide client services, including support for families, in a wide variety of fields, such as psychology, rehabilitation, and social work. They assist other workers, such as social workers, and they help clients find benefits or community services.$15-26
    Housing CoordinatorA housing coordinator is a professional who is responsible for helping employed or unemployed individuals find and secure temporary or permanent accommodations. Housing coordinators working in the nonprofit sector must help people who are in need, such as low-income families, refugees, and domestic violence victims, to find affordable living arrangements... Show more$14-26
    Program CoordinatorProgram coordinators are mid-level employees who are assigned to work on a program of a specific department. They handle the communications between their department and any other department that they may need to collaborate with... Show more$14-30
  2. Create an ideal candidate profile

    Common skills:
    • Social Work
    • Community Resources
    • IEP
    • Staff Development
    • Community Agencies
    • Technical Assistance
    • Professional Development
    • RTI
    • Physical Disabilities
    • Medicaid
    • Process Payroll
    • Early Intervention
    • Olympics
    • Public Schools
    Check all skills
    Responsibilities:
    • Manage work flow to ensure all payroll transactions are process accurately/timely.
    • Document IFSP outcomes that focus on the areas of strength and weakness that are to be addressed by therapists
    • Verify Medicaid eligibility and status per various state websites.
    • Process and coordinate appeal requests from members and providers while exceeding contractual and NCQA regulatory requirements for commercial and Medicaid members.
    • Assist individuals and families in locating and obtaining generic services, services fund by the DDA, and natural supports.
    More special services coordinator duties
  3. Make a budget

    Including a salary range in the special services coordinator job description is a good way to get more applicants. A special services coordinator salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

    For example, the average salary for a special services coordinator in Rhode Island may be lower than in Nevada, and an entry-level engineer typically earns less than a senior-level special services coordinator. Additionally, a special services coordinator with lots of experience in the field may command a higher salary as a result.

    Average special services coordinator salary

    $42,725yearly

    $20.54 hourly rate

    Entry-level special services coordinator salary
    $32,000 yearly salary
    Updated December 16, 2025

    Average special services coordinator salary by state

    RankStateAvg. salaryHourly rate
    1New Mexico$48,691$23
    2Texas$47,560$23
    3California$47,498$23
    4Maryland$41,263$20
    5Florida$40,656$20
    6Minnesota$39,377$19
    7Pennsylvania$38,913$19
    8Georgia$34,418$17

    Average special services coordinator salary by company

    RankCompanyAverage salaryHourly rateJob openings
    1North County News Inc$50,960$24.50
    2Independent Bank$49,164$23.64
    3Tri-City Medical Center$46,849$22.525
    4LifeWorks$46,805$22.50
    5South Washington County Schools$46,177$22.202
    6LifePoint Health$46,031$22.1334
    7Berkeley High School$45,617$21.934
    8BenefitMall$43,349$20.84
    9Keystone Human Services$43,324$20.834
    10Clovis Community College$40,035$19.25
    11Nordstrom$39,382$18.935
    12Danbury Hospital$38,809$18.6637
  4. Writing a special services coordinator job description

    A good special services coordinator job description should include a few things:

    • Summary of the role
    • List of responsibilities
    • Required skills and experience

    Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a special services coordinator job description:

    Special services coordinator job description example

    SCOPE: Provides information, advocacy and case management stabilization services for consumers with complex needs as identified in Trailer Bill Language, Section 19 – 4640.6.

    SUPERVISION: Receives general supervision from Consumer Services Supervisor, CPP/Specialized Services.

    EXAMPLES OF DUTIES: (These are examples of the types of duties that may be performed. Additional duties may be added.)

    1. Provide case management services to consumers with complex needs to stabilize for up to a 12 a month duration, unless otherwise specified, with an average 1:25 specialized caseload.
    2. Finds and arranges case management services while also working directly with individuals, their families, clinicians, service providers and or other stakeholders to develop and implement a comprehensive service plan.
    1. Facilitate communication and collaboration with consumers, families, legal guardians, outside agencies and other stakeholders. Providing information through a variety of methods.
    1. Initiates and responds to consumer, family, service provider, and outside agency communications on topics including but not limited to service eligibility, regional center service standards, regional center methods, generic agency programs and methods, problem resolution.
    1. Works collaboratively with consumers, families, others to develop programs, and monitor program results.
    1. Provides advocacy services and trains consumers and families in advocacy issues.
    1. Maintains required case records, funding and billing records. Produces reports.
    1. Participates in Consumer Services and agency committees and groups.
    1. Performs other duties as may be needed or assigned.


    EMPLOYMENT GUIDELINES

    Knowledge : Knowledge of intellectual, developmental or related disabilities including current values and best practices. Able to understand and apply regulatory and statutory information . Strong organizational skills, demonstrated ability to work independently and cooperatively as a part of an interdisciplinary team. Basic proficiency of MS Word and MS Outlook.

    Skills : Assessment, program planning, customer service and organizational management skills with proficiency communicating complex information both written and verbal. Must work successfully with people from a variety of cultures.

    Education & Experience: Any combination equivalent to or likely to provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and skills would be: A Bachelor’s degree and four years of related experience. A Master’s degree in a related subject may be substituted for two years of experience.

    Experience servicing consumers with complex needs who are at risk of hospitalization preferred and/or Regional Center or other related agency experience preferred.

    This is a community-based position that requires meeting with individuals served and their families in their homes, in the community, or in our office location. Must be comfortable working with a high degree of independence. Frequent telephone, virtual, and out-of-office meetings required. A valid California Driver's License and transportation, or acceptable substitute, and minimum liability insurance required for this position.

    NLACRC Offers an Excellent Benefits Package:

    We offer employees a variety of health and dental plans.

    • Health Insurance - NLACRC pays the full cost of coverage for certain Medical plans for employee only. We also provide a generous contribution to additional plans that the employee may select for employee only or employee and dependents costs.

    • Dental Insurance – NLACRC pays the full cost of the Dental DMO Plan for employees and eligible dependents. We also offer a Dental PPO plan with a low employee monthly contribution for employees and eligible dependents

    • Pre-Tax Flexible Spending Account for eligible health care expenses

    • Pre-Tax Dependent Care Flexible Spending Account for eligible dependent care expenses

    • No cost Life, Accidental Death & Disability, Long Term Disability Insurance for employees

    • No cost Vision plan for employees and eligible dependents

    • Retirement plan - NLACRC is a member of CalPERS which is a defined benefit plan that provides a monthly retirement allowance for eligible employees

    • NLACRC offers two (2) deferred compensation plans - 457 and 403(b)

    • Participate in the Public Service Loan Forgiveness program

    • Paid Time Off – Eligible for 3 weeks of accrued vacation in the first year, 8 hours per month sick time, education, wellness and sabbatical time

    • Holidays – NLACRC offers 13 paid holidays throughout the year

    • Most positions are offered a hybrid – remote option

    Professional Development Opportunities & Grow th

    NLACRC values the professional development of staff! Many Consumer Services Coordinators gain experience and enter into Supervisor, Manager or Director positions.

    Diversity, Equity, and Inclusion

    At NLACRC, we value and celebrate diversity! In September 2021, NLACRC launched an initiative to enhance and strengthen our commitment to diversity and belonging.

    COVID-19 Job Requirements

    Upon job offer acceptance, candidates will be required to show proof of COVID-19 vaccination. A reasonable accommodation may be requested for an exemption from the COVID-19 vaccination requirement.

    Compensation

    This position is non-exempt. (One year of related experience with BA will be considered and if selected will have starting salary of $18.88 per hour or Step A.) Regular Salary: $20.89 - $23.02 per hour, plus $150 bilingual payment, if applicable. Please note that this position is subject to a temporary "add on" enhancement of 9.85% for qualified compensation. For more information, please contact Human Resources.”


  5. Post your job

    There are various strategies that you can use to find the right special services coordinator for your business:

    • Consider promoting from within or recruiting from your existing workforce.
    • Ask for referrals from friends, family members, and current employees.
    • Attend job fairs at local colleges to find candidates who meet your education requirements.
    • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.
    Post your job online:
    • Post your special services coordinator job on Zippia to find and recruit special services coordinator candidates who meet your exact specifications.
    • Use field-specific websites.
    • Post a job on free websites.
  6. Interview candidates

    Your first interview with special services coordinator candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

    It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

    The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

  7. Send a job offer and onboard your new special services coordinator

    Once you've decided on a perfect special services coordinator candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

    It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

    To prepare for the new special services coordinator first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

  8. Go through the hiring process checklist

    • Determine employee type (full-time, part-time, contractor, etc.)
    • Submit a job requisition form to the HR department
    • Define job responsibilities and requirements
    • Establish budget and timeline
    • Determine hiring decision makers for the role
    • Write job description
    • Post job on job boards, company website, etc.
    • Promote the job internally
    • Process applications through applicant tracking system
    • Review resumes and cover letters
    • Shortlist candidates for screening
    • Hold phone/virtual interview screening with first round of candidates
    • Conduct in-person interviews with top candidates from first round
    • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
    • Conduct background checks on top candidates
    • Check references of top candidates
    • Consult with HR and hiring decision makers on job offer specifics
    • Extend offer to top candidate(s)
    • Receive formal job offer acceptance and signed employment contract
    • Inform other candidates that the position has been filled
    • Set and communicate onboarding schedule to new hire(s)
    • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)
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How much does it cost to hire a special services coordinator?

Before you start to hire special services coordinators, it pays to consider both the one-off costs like recruitment, job promotion, and onboarding, as well as the ongoing costs of an employee's salary and benefits. While most companies that hire special services coordinators pay close attention to the initial cost of hiring, ongoing costs are much more significant in the long run.

You can expect to pay around $42,725 per year for a special services coordinator, as this is the median yearly salary nationally. This can vary depending on what state or city you're hiring in. If you're hiring for contract work or on a per-project basis, hourly rates for special services coordinators in the US typically range between $15 and $26 an hour.

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