Length of Position: Permanent 

 

Type of Benefits: Full

 

Months per year:  12 Months

 

Number of hours per week:  40

 

Number of days per week:  5

 

State Salary Schedule: Yes

Essential Functions:

 

• Exceptional Children Financial/Program Data Manager

• Records Administrator

• Medicaid Coordinator for MAC and Fee for Service Programs

• Bookkeeper / Payroll

• Administrative Assistant

 

 

Data Manager: 

CECAS (Comprehensive Exceptional Children Accountability System) State System

• Track paperwork and timeliness related to referral, evaluation, placement, and re-evaluation of individual students
• Verify compliance of individual student records with State and Federal regulations
• Compile data for exceptional children reports to federal, state, and local agencies
• Compile data and other information for non-routine requests by the State Board of Education, the General Assembly, the local school board, and the school system’s administrative team
• Maintain records relating to properties of the Exceptional Children’s Program
• Enter all CECAS data for the LEA including:
• referrals/withdrawals
• Testing accommodations
• Indicators 11 and 12 Preparation for DPI submissions
• Periodic Counts - December, April, and September for DPI submissions
• Grade, case manager, and school changes
• Setup and maintain users

 

PowerSchool:

• Enter EC Students into CECAS School
• Mark all EC students in the county
• Pull and enter entrance and exit information and update in CECAS and ECATS systems

 

ECATS:

• Exit EC students when they leave the county
• Transfer all IEP and accommodation data from ECATS into CECAS System
• Compliance checks for EC Required process and proper paperwork
• Resolve program issues for users (all EC teachers and program specialists)
• Request records for students transferring into the county
• Pull reports as needed

 

Referral Book:

• Manage yearly referral book for therapists, psychologists, and program specialists
• Log all upcoming evaluations and initial referrals to the EC program along with due dates
• Maintain filing system for referral paperwork

 

Records Administrator:

• Manager of EC records, files, and testing documentation
• File all EC records as they come in from schools
• Gather required records for transfer students 
• Maintain EC files for a minimum of 25 years from the date of birth
• Purge old records and files following discard procedures

 

Medicaid (PCG):

• Research and remain current with all new information coming from DMA and DPI
• Program contact for the EC department
• Prepare and submit information for audits

 

Fee for Service (PCG):

• Obtain physician's orders from PCG, have signed by doctor, and return to PCG
• Create and maintain needed forms for the online library for PCG (parent consent, etc)
• Create and maintain files for therapists and psychologist licenses, enter into ECATS system
• Pull and check remittance and status advice (Medicaid services and payments)
• Cost Report - Maintain budgets of expenditures and receipts, payroll costs, etc, and enter into PCG system
• Check that therapists are entering information into the system in a timely manner and they are following Medicaid billing procedures
• Attend required meetings and training for Medicaid and ECATS programs
• Prepare and submit information for audits

 

MAC (Medicaid Administrative Claiming):

• Create and maintain MAC audit books, job descriptions, correspondence, etc. 
• Email therapists and other participants of upcoming random moment time studies
• Follow-up with Random moment time studies are completed within specified time limits
• Coordinate with the finance department for information needed for staff pools for NC Random Moment Time Studies Participant lists
• Prepare and submit information for audits

 

Book Keeping:

• Bookkeeper for the Exceptional Children Department
• Prepare budgets for EC department
• Create and maintain all budget spreadsheets for EC
• Enter all requisitions, acquire all POs, code all items
• Place all orders for EC department
• Follow through with receipt of orders and dispense to correct locations
• Invoices - process invoices for payment 
• Make deposits
• Follow up with direct deposit information with finance and Medicaid receipts
• Attend bookkeeping meetings

 

Payroll:

• Point of contact for employees with questions about the LINQ system
• Enter absences, time adjustments, etc, into the LINQ system 
• Check the hours of employees
• Submit finalized time to the payroll department

 

Administrative Assistant:

• Provide direct support to the EC program director
• Utilize knowledge base of EC policy and procedures including local, state, and federal guidelines, regulations, and laws. 
• Present information effectively and efficiently in both oral and written format
• Partner with all levels of leadership in ensuring effective EC processes
• Handle multiple tasks simultaneously under pressure, and meeting goals/deadlines is a must.
• Other duties as assigned

 

DISCLAIMER

 

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.