PITTSYLVANIA COUNTY SCHOOLSPOSITION DESCRIPTIONPOSITION TITLE Executive Administrative Assistant for Support Services and Medicaid Recovery EAA IVFLSA ExemptREPORT TO Assistant Superintendent for Support ServicesTERMS OF EMPLOYMENT Twelve-Month EmployeeSUPERVISES NA QUALIFICATIONSREQUIREDHigh School DiplomaCommunicate professionally and effectively in a high-paced environmentAbility to multitask and be efficient with time managementExperience with Microsoft Excel Microsoft WordKnowledge of or experience with Public Insurance programs including Medicaid Medicaid Expansion and Family Access to Medical Insurance Security FAMISPREFERREDExperience with Virginia IEP and EdPlan Health programsKnowledge of accounting proceduresFOCUS 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. Furthermore the individual will maintain strict adherence to financial and compliance protocols in administering the school divisions Medicaid reimbursement program.ESSENTIAL JOB FUNCTIONSMedicaid Reimbursement Management Oversee the divisions 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 PowerSchool 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 EasyTrac User Agreements from all providers.OTHER JOB FUNCTIONSExecute specialized projects and additional administrative tasks as assigned by the Assistant Superintendent for Support ServicesSupport the divisions Medical Homebound and the Home Instruction process in collaboration with Home School Coordination and Instructional staffCoordinate 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 NOTEPittsylvania County Schools reserves the right to fill positions pursuant to School Board Policy GBN Staff Hiring Procedures.