Job Description

JOB SUMMARY: Under the direction of the Supervisor of Special Education, the Administrative Assistant in Special Education is responsible for the essential administrative and billing functions to support the Special Education Department. This role includes significant responsibilities for Medical Assistance billing and compliance, purchasing, grant management, nonpublic program support, referrals, and other key administrative tasks. This position ensures accurate and timely processing of documents and communications essential to securing funding, maintaining department operations, and supporting compliance with the Maryland State Department of Education (MSDE) and Code of Maryland Annotated Regulations (COMAR) requirements.

QUALIFICATIONS:

High school diploma or GED.

At least three (3) years of successful experience or training as a secretary.

Demonstrated proficiency in the use of personal computers and software-related job responsibilities. Knowledge of Medicaid billing codes and procedures, and Medicaid billing software, or the willingness to learn and comply with billing and audit guidelines.

Strong professionalism and interpersonal communication skills, including phone, email, and in-person interactions.

Excellent organizational skills, attention to detail, and ability to meet deadlines.

Ability to handle confidential information with integrity and discretion.

ESSENTIAL FUNCTIONS:

Medical Assistance Billing:

Manage monthly Medical Assistance billing via Relay/Compuclaim software, ensuring accurate submission for services provided by health related staff (OT, PT, SLP) and service coordination by special education case managers.

Verify timely billing entries, review accuracy, and ensure compliance with state and federal Medicaid requirements.

Track and enter billing for specialized transportation services, verify logs, and maintain records for accountability and reconciliation.

Complete eligibility submissions in a timely manner. Investigate and resolve denied claims and resubmit as necessary.

Conduct annual internal audits and prepare for MSDE on-site audits by compiling documentation for Infant & Toddler and School-Age Medical Assistance records.

Purchasing, Inventory Management, Grant Management, Nonpublic Program Support

Maintain vendor lists, secure quotes, and manage purchase requisitions; process credit card orders and reconcile statements

Track department inventory (ex. Supplies, toners), fulfill school requests, and ensure timely distribution.

Maintain organized records of grants, assist with grant reporting and amendments and manage documentation required for interim and final grant reporting submissions.

Process NonPublic Assistance Program applications, maintain records for reconciliation, and manage invoicing documentation.

Special Education Department Support

Direct Child Find referrals to residence schools and manage Midshore Special Education Consortium referral documents.

Create and maintain documentation on parent surrogates, including applications, updates and correspondence.

Prepare annual partnership letters for private preschool agencies and track returned agreements

Prepare hire letters for hourly special education staff, verify timesheets, and ensure timely submission to Payroll.

Manage Special Education Department phone lines, file, make copies, coordinate copier maintenance, enter maintenance work orders as needs arise, and other miscellaneous clerical duties.

PAY & HOURS: This position is a 12-month position with a minimum of 37.5 hours per week. Caroline County Board of Education, Support Services Personnel Salary

Schedule. Placement on the appropriate salary lane/step will be based on knowledge, experience, skills, and training related to this position.

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