Executive Administrative Assistant Support Services and Medicaid Recovery

Executive Administrative Assistant for Support Services and Medicaid Recovery

Starting Date: Immediately

PITTSYLVANIA COUNTY SCHOOLS

POSITION DESCRIPTION

POSITION TITLE: Executive Administrative Assistant for Support Services and Medicaid Recovery (EAA IV)

FLSA: Exempt

REPORT TO: Assistant Superintendent for Support Services

TERMS OF EMPLOYMENT: Twelve-Month Employee

SUPERVISES: N/A

QUALIFICATIONS:

REQUIRED:

• High School Diploma
• Communicate professionally and effectively in a high‑paced environment
• Ability to multitask and be efficient with time management
• Experience with Microsoft Excel, Microsoft Word
• Knowledge of, or experience with, Public Insurance programs, including Medicaid, Medicaid Expansion, and Family Access to Medical Insurance Security (FAMIS)

PREFERRED:

• Experience with Virginia IEP and EdPlan Health programs
• Knowledge of accounting procedures

FOCUS: The primary purpose of this role is to facilitate the seamless and effective management of the Support Services Office while overseeing the recovery of Medicaid reimbursement for all qualified services. The individual will maintain strict adherence to financial and compliance protocols in administering the school division’s Medicaid reimbursement program.

ESSENTIAL JOB FUNCTIONS:

• Medicaid Reimbursement Management: Oversee the division's Medicaid reimbursement and recovery process. This includes tracking logs, managing therapy and nursing visit data, and supporting the creation and maintenance of Plans of Care.
• Stakeholder Communication & Support: Serve as the primary point of contact for school division staff and contracted providers regarding Medicaid processes, online claim submission software, and related problem‑solving.
• Training & Onboarding: Coordinate and facilitate training for staff on Medicaid reimbursement protocols and billing software. Manage user access and setup for new users in the system.
• Caseload & Claims Oversight: Generate and distribute provider caseload spreadsheets using IEP Online. Review and monitor all submitted claims for accuracy and compliance.
• Regulatory Compliance & Guidance: Communicate Medicaid recovery protocols and regulatory requirements to therapists, psychologists, nurse coordinators, and other service providers, in alignment with the Department of Medical Assistance Services (DMAS) and the Virginia Department of Education (VDOE) standards.
• Transportation Documentation: Manage weekly Special Transportation Bus logs; collect completed forms and submit claims for all related trips.
• Eligibility & Consent Monitoring: Monitor student Medicaid eligibility and Parental Consent records. Prepare and distribute necessary consent correspondence.
• Professional Development: Attend monthly provider meetings and participate in required state Medicaid training, including quarterly coordinator meetings and the annual Medicaid Coordinator Conference.
• Data Management & Reporting: Review IEP Online and Power School data to generate required Medicaid reimbursement reports.
• Documentation & Auditing: Maintain an up‑to‑date DMAS Local Education Agency Provider Manual and ensure organizational compliance. Prepare financial records and documentation for Billing Compliance Reviews, audits, and Annual Cost Settlement Reports.
• Financial Coordination: Collaborate regularly with Central Office finance personnel to ensure accurate accounting practices and timely submission of financial data.
  Records Maintenance: Maintain organized student Medicaid files, including Parental Consents, monthly therapy logs, and progress reports.
• Financial Reporting: Complete quarterly Medicaid Eligibility Reports and submit totals to the Finance Department. Manage the Medicaid Revenue Spreadsheet.
• Provider Monitoring: Complete required monthly Office of Inspector General (OIG) reports for all contracted providers.
• Remittance & Documentation: Track reimbursement checks and process remittances from the DMAS Web Portal. Manage the collection of Electronic Signature Forms and signed Easy Trac User Agreements from all providers.

OTHER

JOB FUNCTIONS:

• Execute specialized projects and additional administrative tasks as assigned by the Assistant Superintendent for Support Services
• Support the division’s Medical Homebound and the Home Instruction process in collaboration with Home School Coordination and Instructional staff
• Coordinate with administrative personnel to ensure the systematic maintenance and integrity of departmental and instructional records.
• Provide high‑level administrative support to the Support Services team to facilitate departmental objectives.
• Manage daily office operations and utilize advanced office technology to optimize workflow and departmental efficiency.

PLEASE NOTE:

Pittsylvania County Schools reserves the right to fill positions pursuant to School Board Policy GBN, Staff Hiring Procedures.

Position Type: Full‑Time