Specialist - Special Education Management System

Job Title: Specialist - Special Education Management System

Wage/Hour Status: Nonexempt / At-Will

Reports To: Executive Director - Special Education

Pay Grade/Days: 208/226

Dept./School: Special Education Department

Date Revised: September 2026

Primary Purpose

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.

Qualifications

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.

Major Responsibilities and Duties

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

Supervisory Responsibilities

None

Equipment Used

Computer, printer, copier, scanner, fax machine

Working Conditions

Mental Demands/Physical Demands/Environmental Factors:

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.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Non Discrimination Statement