About this role
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:
• Greets visitors and responds to phone, email, and in-person inquiries from parents, staff, and outside agencies professionally and confidentially.
• 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).
• Assists with tracking IEP, eligibility, and reevaluation timelines to support compliance with state and federal deadlines.
• Supports the coordination of contracted provider paperwork (e.g., OT, PT, SLP, behavior support).
• Processes purchase orders, requisitions, invoices, and reimbursement requests for the Special Education Department budget; maintains budget tracking logs.
• Coordinates new hire onboarding - VAIEP logon.
• Assists in the preparation of materials for board presentations, state monitoring reviews (e.g., VDOE monitoring, SISNA), and program audits.
• Maintains department inventory of instructional materials, assistive technology, and testing/evaluation materials.
• 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.
• Supports the Medicaid program in the administration of the division's school-based Medicaid claiming program in accordance with DMAS and VDOE guidelines.
• Assists with maintaining Medicaid provider enrollment, consent, and eligibility documentation for students receiving Medicaid-reimbursable services.
• Tracks and reconciles Medicaid service documentation submitted by related service providers for completeness and compliance.
• Assists in preparing and submitting Medicaid claims data.
• Supports internal audits and documentation reviews to ensure claims accuracy and readiness for state or federal audit activity.
• Assists with maintaining up-to-date parental consent forms for Medicaid billing (initial and annual, as required).
• Communicates with school-based providers regarding documentation deadlines, missing paperwork, and training needs related to Medicaid billing requirements.
• Assists with data entry and reporting related to Medicaid cost reporting, random moment time studies (RMTS), and other DMAS-required processes as applicable.
• Completes other tasks as assigned.