Administrative Assistant (Medicaid Coordinator)

MIDDLESEX COUNTY PUBLIC SCHOOLS

Position: Administrative Assistant (Medicaid Coordinator)

Position Summary: To provide secretarial support within the main office, serve as a data entry person for the student information system, serve as the receptionist and give general secretarial assistance as needed, including assisting the general public in a courteous manner.  This person, otherwise, relieves the building administrators of clerical work and minor administrative and business detail.

Job Type: Full-Time 

Contract: 261

FLSA Status: Non-exempt

Minimum Qualifications: 

• Highly effective public relations skills and abilities with an emphasis on the ability to greet the public and to assist in meeting their needs.
• Extensive oral and written communication skills.
• Ability to maintain complex clerical records and to prepare reports from such records.
• Ability to operate and maintain standard office equipment.
• Ability to work effectively under pressure.
• Ability to maintain confidential information.

Essential Functions: 

• Creates general correspondence, memorandum, reports, schedules, contracts and other materials from rough draft, copy, marginal notes, or verbal instruction. 
• Responsible for establishing and maintaining client and financial records, monitoring Medicaid funding and reporting data, verifying eligibility for Medicaid assistance and processing account billing, providing professional and courteous service at all times, and performing related work as assigned  
• Serves as the school's receptionist; answers phones, gives information to callers. 
• Schedules appointments, files various forms of paperwork and school information. 
• Welcomes visitors and refers them to the proper authority or person for disposition. 
• Responds to questions about school programs, procedures and policies. 
• Maintains computerized records and reviews a variety of data for accuracy such as attendance, student enrollment, interim and nine weeks' progress reports, discipline data, and student demographics in Power School or other system operations. 
• Collects and prepares data for records and reports, i.e. summer school attendance.
• Maintains appointment calendars, schedules appointments and meetings. 
• Receives, sorts and processes mail. 
• Operates standard office, word processing and data processing equipment. 
• Assists with ordering supplies and equipment. 
• Maintains confidential files, information, correspondence, forms, reports, etc. 
• Assists in keeping the office functioning in an orderly way with little or no interruption to the daily schedule. 
• Processes registrations and withdrawals. 
• Requests records from other school systems/ registers new students as required. 
• Abides by all Middlesex County School Board Policies and Regulations. 
• Performs other duties as assigned. 

Education and Experience: 

• High school diploma or GED certificate with business school training preferred.
• Considerable experience (2-5 years) in the secretarial field with computer experience.
• Thorough knowledge of office terminology, procedures, and equipment (to include computers).
• Advanced typing and computer skills (Word preferred).

Physical Requirements: 

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (15-20 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Supervision Exercised: 

Building Principal