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Job description
Administrative Specialist For Student Services - Contracts, Billing, And TransportationThe Administrative Assistant provides administrative and clerical support for out-of-district student services, with a primary focus on coordinating and managing transportation for students attending out-of-district placements. The position supports transportation scheduling, communication with families and schools, vendor coordination, tuition management, special education records, and general office operations.The successful candidate will demonstrate strong organizational skills, attention to detail, accuracy, discretion, and the ability to communicate effectively with families, schools, transportation providers, and other service partners. This position requires the ability to manage multiple priorities, maintain accurate records, troubleshoot transportation concerns, and respond to time-sensitive needs.Out-of-District Student ServicesMaintain accurate spreadsheets tracking actual and anticipated out-of-district tuition and related costs.Establish and maintain contracts with private schools and collaboratives.Process requisitions in MUNIS for tuition payments and related expenses.Process and reconcile monthly tuition invoices.Prepare and send electronic referrals to schools and independent evaluators, including relevant student records such as IEPs, recent evaluations, attendance, and discipline history.Input data for Circuit Breaker reimbursement and process management.Maintain accurate records related to out-of-district placements, tuition, transportation, and other related expenses.Out-of-District Transportation CoordinationCoordinate and arrange transportation for students attending out-of-district schools and programs.Maintain accurate and up-to-date transportation schedules, routes, student information, and vendor records.Coordinate transportation arrangements with transportation vendors, private schools, collaboratives, families, and district staff.Communicate transportation schedules, changes, and other relevant information to families in the home's primary language when appropriate.Respond to and troubleshoot transportation concerns, including late or missed pickups, route changes, changes in student placements, and other transportation issues.Coordinate transportation changes related to new placements, student schedule changes, changes in residence, and other circumstances.Monitor transportation services and follow up with vendors regarding service concerns or disruptions.Maintain documentation related to transportation services, including requests, schedules, communications, and vendor information.Process transportation-related requisitions, invoices, and other payments in MUNIS.Track transportation expenditures and assist with monitoring transportation costsServe as a point of contact for families and schools regarding out-of-district transportation logistics.Ensure transportation arrangements are established and communicated in a timely manner.Perform other transportation-related duties as assigned.Medicaid BillingClaim Submission and Processing: Accurately review, process, and submit electronic claims for Medicaid-reimbursable health and related services provided to eligible students.IEP and Service Alignment: Review Individualized Education Programs (IEPs), Plans of Care, and related service logs to identify billable services, including speech therapy, occupational therapy, nursing care, and specialized transportation.Parental Consent Tracking: Manage, track, and update lifetime/one-time Medicaid parental consent forms and notifications in compliance with federal regulations.Compliance and Auditing: Maintain documentation systems to prepare for state and federal Medicaid compliance reviews, audits, and random moment time studies (RMTS).Inter-Agency Liaison: Serve as the district communication link between state healthcare departments, third-party billing agents, and internal special education or finance teams.Student Information & RecordkeepingMaintain out-of-district student data in PowerSchool, including attendance, grade level, placement, and other relevant information.Upload and organize documentation in PowerSchool Special Programs, including progress reports, incident reports, and other required records.Maintain complete and accurate out-of-district student files.Track unsigned IEPs in a dedicated spreadsheet and follow up as needed.File reports and documentation into student records and Special Programs as required.Ensure required student records and reports are complete, accurate, and up to date.Maintain confidentiality when handling sensitive student and family information.Utilize accounting software to ensure proper billing, encumbrances, and paymentAdministrative & Office SupportAnswer incoming phone calls and direct inquiries appropriately.Respond to routine inquiries from families, schools, transportation providers, and vendors.Open, sort, and distribute incoming USPS and interoffice mail.Operate the postage machine and prepare outgoing mail.Maintain organized electronic and paper filing systems.Assist with general Student Services administrative operations. Perform other duties as assigned.QualificationsHigh school diploma or equivalent required; associate's degree preferred.Previous experience in an administrative, transportation, school, or student services setting is preferred.Experience with student information systems, such as PowerSchool, preferred.Experience with financial or accounting systems, such as MUNIS, preferred.Strong proficiency with Microsoft Excel and general office software.Strong organizational skills and attention to detail.Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.Strong communication and interpersonal skills, including the ability to communicate effectively with families from diverse backgrounds.Ability to work effectively with schools, families, transportation providers, vendors, and district staff.Ability to troubleshoot problems and respond appropriately to time-sensitive transportation issues.Basic computer skills.Ability to maintain confidentiality when handling sensitive student information.Knowledge of a second language, particularly Spanish or Portuguese, is preferred but not required.Physical DemandsRegularly required to sit, stand, walk, talk, hear, operate a computer, hand-held learning devices and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 10 pounds.Equal Opportunity EmployerWatertown Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.
Worksite address
watertown, MA, 02472, US
Who can apply
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