Special Education Administrative Assistant/Medicaid Assistant

Job Title: Special Education Administrative Assistant/ Medicaid Assistant

General Description: Provides comprehensive administrative, clerical, and data-management support to the Director of Special Education and the Special Education Department, while serving as the primary support staff for the division's Medicaid billing and claiming program.

Requirements:

• High school diploma or equivalent required; Associate's degree or coursework in business administration, education, or a related field preferred.
• Administrative/clerical experience, preferably in a school or healthcare/Medicaid billing setting.
• Experience with student information systems and/or Medicaid or medical billing software preferred.

Reports To: Director of Special Education

Essential Job Functions:

1. Greets visitors and responds to phone, email, and in-person inquiries from parents, staff, and outside agencies professionally and confidentially.
2. Maintains accurate, organized, and confidential special education student records in compliance with FERPA, IDEA, and state retention requirements, both in physical files and electronic systems (e.g., PowerSchool, VAIEP).
3. Assists with tracking IEP, eligibility, and reevaluation timelines to support compliance with state and federal deadlines.
4. Supports the coordination of contracted provider paperwork (e.g., OT, PT, SLP, behavior support).
5. Processes purchase orders, requisitions, invoices, and reimbursement requests for the Special Education Department budget; maintains budget tracking logs.
6. Coordinates new hire onboarding - VAIEP logon.
7. Assists in the preparation of materials for board presentations, state monitoring reviews (e.g., VDOE monitoring, SISNA), and program audits.
8. Maintains department inventory of instructional materials, assistive technology, and testing/evaluation materials.
9. Assists the Director with preparation, verification, and submission of the annual December 1 Child Count, ensuring accurate reporting of student demographic, disability, placement, and service data to VDOE.  
10. Supports the Medicaid program in the administration of the division's school-based Medicaid claiming program in accordance with DMAS and VDOE guidelines.
11. Assists with maintaining Medicaid provider enrollment, consent, and eligibility documentation for students receiving Medicaid-reimbursable services.
12. Tracks and reconciles Medicaid service documentation submitted by related service providers for completeness and compliance.
13. Assists in preparing and submitting Medicaid claims data.
14. Supports internal audits and documentation reviews to ensure claims accuracy and readiness for state or federal audit activity.
15. Assists with maintaining up-to-date parental consent forms for Medicaid billing (initial and annual, as required).
16. Communicates with school-based providers regarding documentation deadlines, missing paperwork, and training needs related to Medicaid billing requirements.
17. Assists with data entry and reporting related to Medicaid cost reporting, random moment time studies (RMTS), and other DMAS-required processes as applicable.
18. Completes other tasks as assigned.