About this role
Job Summary Assure accurate and timely verification and validation of information in agency data systems. Qualifications
• High School Diploma
• Ability to perform data entry and maintain a comprehensive database system
Essential Functions - This list is inclusive, however the assignment is specific to some, not all, duties
• Common Duties
• Maintain accurate and current district data and information in technology systems.
• Assist with implementation and maintenance of appropriate and confidential filing systems.
• Prepare a variety of materials including personalizing templates, collecting source documents, and sending correspondence; (e.g., utilizing applications such as Google suites and Microsoft software)
• Know policies and procedures related to the provision of special education services; and adhere to FERPA regulations and policies.
• Implement and maintain appropriate and confidential filing systems.
• Is courteous, tactful, and cooperative with others in the Agency, recognizing the importance of teamwork and projects a good image of the Agency.
• Other duties as assigned or requested by director and/or supervisor.
• Duties Specific to Medicaid
• Consult with the agency's Medicaid claim service to track consents so claims can be filed and file claims.
• Assure accurate and timely filing of claims with the agency's Medicaid reimbursement program and validation of information in the agency's student data systems.
• Track denied claims to research if claims can be re-filed for reimbursement.
• Prepare Medicaid reimbursement reports and tracking tools for consents and claims.
• Train, coach, and problem solve with licensed staff on use of the Medicaid claim system.
• Run reports for outstanding consents, claims, and student transitions from an AEA or district, and report findings.
• Verify data between the vendor's Medicaid, Health & Human Services, and ACHIEVE systems.
• Use and maintain vendor's Medicaid system, ACHIEVE, and spreadsheets.
• Run monthly Medicaid Exclusions Report for both state and federal and correspond to the Department of Ed quarterly with findings.
• Check for IDPH licensures; correspond with Medicaid vendor on new or substitute staff members.
• Coordinate and attend state-wide meetings with Medicaid contacts from the state and/or other AEAs.
• Duties Specific to Early Childhood
• Serve as the main contact for families, medical professionals and other agencies referring Birth to 5. children to the Early Childhood department through faxes, emails, and phone calls.
• Assign referrals to appropriate early childhood service coordinator/strategist.
• Process IFSPs, verify data and utilize reports within ACHIEVE.
• Enter referrals into either of the Agenda Generator IFSR records (Birth-3) or RFA site (3-5) or ACHIEVE to ensure timelines and caseload sizes.
• Assist early childhood director with workloads for staff within the Agenda Generator and make changes for teams.
• Maintain inventory and billing of SPOT vision cameras for use within Northwest AEA.
• Support early childhood staff within ACHIEVE and communicate with other AEAs in Iowa to process transfers within the state.
• Duties Specific to Records
• Process requests for Release of Information to requesting sources in accordance with FERPA regulations.
• Create and manage digital folders for court documents (e.g., birth certificates, termination records).
• Duties Specific to Inventories/Test Kits/Protocols
• Research items to be purchased for AEA department inventories (e.g. protocols, test kits, etc.) and coordinate purchases with the billing, purchasing & receiving specialist.
• Enter and maintain appropriate inventories in the Insignia system. Assist staff in using the inventory systems.
• Distribute and van mail inventory items to staff in schools ensuring they have the items needed for their jobs.
• Organize and maintain inventories. Launder items when they return and find replacements for items that have broken.
• Duties Specific to ACHIEVE Support
• Verify accurate required information into data systems and communicate findings to team.
• Perform timely transfers for accurate provider roster information.
• Run and modify reports and communicate results to support general supervision.
• Review IEPs and make recommendations for weighting as required for state and federal count.
• Create and send communication packages to families.
• Duties Specific to Office & Team Support
• Research items to be purchased, supply inventory and office needs.
• Monitor, report conditions within an assigned service center (e.g., maintain supply inventory, custodial requests, facility use).
• Back-up Hearing Reports.
• Assist AEA teams (e.g., Autism, CPI, FEP, etc.) with secretarial duties.
• Duties Specific to Unique Placements & Surrogate Parents
• Assist with processing of district court placed/foster care facility students and surrogate parent assignments.
• Process Independent Educational Evaluation and Second Opinion requests in collaboration with directors.
• Duties Specific to Mental Health and Behavior
• Maintain spreadsheets for Challenging Behavior Team for student records and assign team notifications.
• Register mental health training participants in courses online. Create and manage materials such as manuals, sign-up sheets, certificates, closure of classes for grades and attendance.