ESS/Medicaid, Administrative Assistant II - District Office

This position is for the 2025-2026 School Year with an Employment Start Date of July 1, 2025.

Full-time positions (30 hours/week) are eligible for benefits on the first of the month following their 60^th day of employment: The District Benefits are very competitive and include health, dental, vision, and a life insurance policy. Supplemental policies through Aflac and LegalShield are also offered at an additional cost to the employee. You can view more information on benefit policies & costs on the benefits page at Benefits Page Link

TITLE:           Exceptional Student Services/Medicaid Administrative Assistant II

EMPLOYMENT TERMS:  1.0 FTE/12-month position

SALARY CLASSIFICATION: Classified

GENERAL STATEMENT of RESPONSIBILITIES:

The Exceptional Student Services (ESS)/Medicaid Administrative Assistant II will be responsible for providing office management services to the ESS department. Responsibilities will include maintaining a high level of confidentiality and a standard of professionalism as they provide support for the Director of Exceptional Student Services and other department staff.

PRINCIPLE OFFICE DUTIES:

• General office coverage: answers phone and greets the public.
• Coordinate student intake, registration, IEPs, METs, MDCs, and other Exceptional Student Services concerns with appropriate sites, staff, and/or parents. 
• Responsible for establishing and maintaining Exceptional Student Services records and files and maintaining the confidential nature of such files; including incoming and outgoing records requests.
• Maintains student management database to include special education-related entries and data collection.
• Tracks Exceptional Student Services student entries and withdrawals.
• Monitor IEP/MET and other pertinent dates to ensure compliance concerning scheduling at each site.
• Schedules meetings with parent/student/staff.
• Monitors and finalizes Exceptional Student Services documents to ensure compliance.
• Must coordinate daily, weekly, monthly, and yearly calendars.  
• Monitors, prepares, and processes purchase orders.
• Performs other related duties as assigned.

PRINCIPLE MEDICAID DUTIES:

• Assist with day-to-day operations of the MIPS program to include the Direct Service Claiming and the Medicaid Administrative Claiming (MAC) Programs.
• Assist with compliance in programs pertinent to MIPS reporting with enforcement agencies.
• Meet with MIPS providers to ensure they are up to date with their CPR/1^st Aid Certifications, specialized certifications, licenses, billing codes and guidelines.
• Assist with collecting and monitoring monthly billing and service logs from providers and prepare for submission to billing companies to process as medical claims.
• Assist with maintaining copies of and continuously update staff/provider credentials with AHCCCS, its affiliates, the Plan Administrator, and state agencies.
• Assist with dates and description of service modalities provided by District providers

1. Certification of State matching funds done by Director of Finance
2. Group billing agreements
3. TPA agreements with Program Management and Billing Companies
4. Student attendance records
5. Copies of claims
6. Parental consent forms for private insurance billing
7. IEP and any addendums necessary for billing

• Assist with submitting/resubmitting corrected claims and billing of returned by TPA
• Assist with submitting quarterly SPED student lists to identify eligible (Title XIX) populace and district-wide list of students per “as of” date
• Attend audits by District Financial Auditors and Federal Auditors monitoring the MIPS Programming
• Attend Regional information Sessions, Support Group and other Medicaid/AHCCCS meetings, conferences, workshops, and webinars sponsored by the billing company, AHCCCS, and its affiliates and the Federal and State Plan Administrators for continued professional development

QUALIFICATIONS:

• Must possess a high school diploma or equivalent, supplemented by appropriate training.
• Must possess one to three years’ experience, preferably working in a school district setting.
• Must possess a thorough knowledge of technology and the use of standard office equipment, computers, and business software.
• Must complete a series of secretarial tests with a high degree of proficiency.
• Must have the ability to communicate and work well with staff, students, and parents.
• Must use own initiative and judgment in performing the job.
• Must possess the ability to deal effectively with matters of confidentiality.
• Such alternatives to the above as the Governing Board may find appropriate and acceptable.

OCCUPATIONAL CONDITION:

Low risk - Work is routinely performed in both indoor and outdoor environments, including exposure to noise and being on your feet for extended periods of time. Requires standing in inclement weather including summer heat.

Physical Demands: The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

            The applicant for this position is required to:

• regularly required to sit, talk and/or hear.
• Sit approximately 75% of the time.
• Walk and stand approximately 20% of the time.
• Kneeling/Stooping approximately 5% of the time.
• Lift on a regular basis 30-50lbs.
• Use hands to finger, handle, or feel objects, tools and/or controls; and reach with hands and arms on a regular basis.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The information contained in this position description is for compliance with the American with Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position. Additional duties are performed by the individuals holding this position and additional duties may be assigned.

SKILLS REQUIRED:

• Bilingual (Spanish/English), preferred.
• Excellent written and oral communication.
• Excellent organizational skills.
• Understanding of the region where they will work.
• Critical thinking skills.
• Knowledge of Title XIX and Chapter 700 AHCCCS Medical Policy Manual, preferred.
• Understanding of Medical Diagnostic Coding and Record Keeping, preferred.
• Knowledge of Activity Codes for Medicaid Outreach Programs, preferred.

COMMITMENT & DEPENDABILITY:

• Willingness to be an integral member of a successful team.
• Dedication to providing the highest level of service.
• Adherence to policies and procedures.
• Resourceful and adaptable.

POSITION EXPECTATIONS:

Time Management: Must be able to prioritize tasks by deadlines.

Stress Management: Periodic stress due to intermittent time deadlines and accountability to multiple personnel.

Public Contact: Interact primarily with the public, staff, and parents.

EVALUATION PROCEDURE:

The evaluation is done by the Director of Exceptional Student Services following provisions specified in the governing board policy.

SUPERVISION RECEIVED:

The ESS/Medicaid Administrative Assistant II reports directly to the Director of Exceptional Student Services.

Buckeye Union High School District does not discriminate on the basis of race, color, national origin, sex, age, or disability. Click here (http://www.buhsd.org/Non-Discrimination-Notice)  to read the entire policy.

El Distrito Escolar de Buckeye Union High School no discrimina en base de raza, color, origen nacional, sexo, edad o discapacidad. Haga clic aquí (http://www.buhsd.org/Non-Discrimination-Notice) para leer toda la política.

Salary : $20 - $22