Specialist - Special Education Management System

To manage special education PEIMS data, student eligibility files, and Medicaid/SHARS billing compliance. The Specialist accurately enters, audits, and maintains student and personnel data across state and district software systems, oversees Medicaid reimbursement workflows, and collaborates across campuses and departments to ensure state regulatory compliance., 1. Compiles, maintains, and updates data for the state Special Education PEIMS record-keeping system.

1. Enters, updates, and reconciles daily student and teacher data across district platforms, preparing and verifying monthly eligibility reports.
2. Audits Special Education eligibility documents and ARDs, recognizing errors or missing components and collaborating with campus staff to obtain necessary corrections.
3. Coordinates student record transfers by assisting district campuses in acquiring incoming transfer data and transmitting eligibility files to requesting schools or agencies.
4. Oversees all phases of Medicaid claim processing, managing interfaces between SHARS, ARD documentation, billing tickets, service logs, and physician prescriptions.
5. Prepares, verifies, and updates quarterly SHARS provider and student participant lists in collaboration with Information Systems prior to billing submission.
6. Conducts regular audit reviews of billing logs, prescriptions, and ARD documentation to identify and resolve system errors or utilization discrepancies.
7. Provides training and ongoing technical assistance to service providers and administrators regarding SHARS documentation, billing procedures, and software systems.
8. Communicates regularly with the district’s Medicaid/SHARS billing agent and collaborates with the business office to prepare documentation required for cost reporting.
9. Demonstrates proficiency in general clerical tasks, including preparing reports, forms, and correspondence related to Special Education programs.
10. Maintains strict confidentiality of all student, family, and personnel records in compliance with FERPA, HIPAA, and district standards.
11. Fosters positive working relationships with district employees, parents, and administrative staff.
12. Provides departmental backup support, assists with filing and data distribution, and performs other duties as assigned.

Education/Certification: High School Diploma or GED Associate Degree or Bachelor’s Degree preferred.

Special Knowledge/Skills: Proficiency in Special Education management software, student information systems, and Medicaid vendor billing systems. Familiarity with Special Education terminology, programs, and ARD documentation requirements. Advanced skills in database management, word processing, spreadsheets, file maintenance, and 10-key operations. Ability to audit data, recognize documentation deficiencies, multitask, and meet strict state and district deadlines. Excellent interpersonal, verbal, and written communication skills to interact professionally with parents, district staff, and external agencies.

Experience Two years or more of previous secretarial experience, preferably in a public education environment, medical billing, coding, or Medicaid compliance., Maintain emotional control under stress, manage multiple fast-paced projects simultaneously, and adhere to tight deadlines. Administrative office environment with high pressure and frequent contact with staff/public. Requires prolonged sitting, keyboarding, working at computer terminals, light lifting of files/printouts, and occasional inter-campus travel.