HARRISONBURG CITY PUBLIC SCHOOLS

JOB DESCRIPTION

POSITION SUMMARY:

The Administrative/Medicaid Assistant facilitates the efficient operation of Student Services by performing a variety of clerical, administrative, professional, and technical tasks to support the department and Harrisonburg City Public School’s (HCPS) Medicaid program.  Ensures Medicaid-reimbursable services are appropriately and accurately recorded, analyzed, monitored, and reconciled.  Provides training to end users and performs related duties as required or assigned.  Performs a variety of clerical duties including keyboarding, formatting, editing documents, filing, answering telephones, and operating office equipment under general supervision.

QUALIFICATIONS:

1. Graduation from high school or equivalent supplemented by college coursework or training certificates in accounting, business, or public administration, or from a field closely related to the knowledge and abilities requirements from an institution of higher learning accredited by a regional accrediting organization recognized by the Council of Higher Education or a recognized training agency are preferred.
2. At least three years’ experience in an administrative support role including one year in a lead capacity of a school or department support staff role.  Previous Medicaid billing experience preferred.
3. General knowledge of clerical/accounting terminology, methods operations, practices and procedures as well as standard office procedures and practices.  Knowledge of generally accepted Federal and State Medicaid Program regulations preferred.
4. Excellent written and verbal communication skills with proficiency in business English: spelling, grammar, and spoken language to express and/or exchange ideas as well as interact with diverse audiences.
5. Familiarity and understanding of working with individuals and families from diverse racial, ethnic, and socioeconomic backgrounds.
6. Ability to establish and follow detailed work procedures and perform mathematical computations with speed and accuracy.
7. Ability to schedule work load in order to meet deadlines on a weekly basis.
8. Proficiency in the use of a variety of office machines including computers with experience using Microsoft Office, Google Workspace, email and information system applications.
9. Emotionally mature, objective, and sensitive to people and their concerns.  Able to handle responsibility, work independently, and maintain collaborative working relationships with administration, co-workers, and the community.  Respects the worth, dignity and individual differences of others.

ESSENTIAL FUNCTIONS:

1. Types, edits, proofreads, and formats from rough copy a variety of documents including reports, memos, letters, correspondence, emails, and bulletins.
2. Responds to routine items and composes correspondence and emails independently or from brief oral and written instructions.
3. Develops and maintains knowledge of current Medicaid rules, statutes and government guidelines pertaining to specialized student services provided in the school setting, including but not limited to physical therapy, occupational therapy, speech therapy, nursing services, transportation, behavioral health therapy, testing and psychological reports.
4. Assists with oversight and maintenance of Medicaid billing and reimbursement processes and staff training.
5. Responds to internal and external requests related to the Medicaid program. 
6. Maintains proper documentation in accordance with audit requirements and HCPS federal Medicaid program policies and regulations.
7. Performs data analysis for trends and areas of opportunity to increase reimbursements, including staying current on Medicaid regulations and requirements updates.  Compiles and assembles data for inclusion in narrative and statistical reports.
8. Oversees and maintains Medicaid support for HCPS users by submitting concerns to the Medicaid program help desk. 
9. Tracks required service delivery and billing audits in accordance with Medicaid policies and procedures and generates reports.
10. Monitors and maintains office supplies and equipment, maintenance schedules, and service agreements.
11. Maintains and updates a variety of records, files, organizational charts, logs and tabulations containing sensitive and confidential information related to assigned program or division personnel.
12. Schedules and coordinates meetings, prepares agendas, PowerPoint presentations, distributes meeting and related materials, and take meeting minutes.
13. Assists in completing and monitoring federal programs applications.
14. Monitors grant monies and submit reimbursements in a timely manner, submit grant amendments, process purchase order and monthly reimbursement in accordance with grant guidelines.
15. Receives, screens, and routes mail.
16. Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
17. Takes all necessary and reasonable precautions to protect students, equipment, materials, and facilities.
18. Assumes responsibility for and participates in staff development (professional growth) and training to keep materials, supplies, and skills up-to-date.
19. Follows appropriate safety procedures and properly maintains equipment.
20. Responds to telephone, email and in-person requests, inquiries and questions in a professional, polite and responsive manner.
21. Demonstrates good attendance and punctuality.
22. Attends all required meetings.
23. Maintains confidentiality in all matters.
24. Models professional, moral, and ethical standards as well as personal integrity in all interactions, including non-discriminatory and cultural inclusion practices by respecting the worth, dignity and individual beliefs of others.
25. Complies with and supports school division policies, regulations and procedures.
26. Performs other duties as assigned by immediate supervisor and other building leadership.

PHYSICAL DEMANDS / WORK ENVIRONMENT:

Light work, lifting up to 25 pounds occasionally, and/or up to 10 pounds frequently.  Regular travel throughout the office and effectively interacts with staff.  Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities; and subject to inside and outside environmental conditions.  Regular contact with staff members is required.  Not substantially exposed to adverse environmental conditions.

EVALUATION:

Performance will be evaluated in accordance with school board policy and administrative regulations on the evaluation of classified personnel.

The above is intended to describe the essential functions of and requirements for the performance of this position.  It is not to be construed as an exhaustive statement of the duties, responsibilities and requirements of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and meet the demands of this position.

Starting Contract Amount/Salary will be prorated based on the days remaining in the 2021-2022 School Year (July 1, 2021 - June 30, 2022)