Administrative Specialist for Student Services - Contracts, Billing, and Transportation (SY 26-27)

Position: Administrative Specialist for Student Services - Contracts, Billing, and Transportation Position Type: Union SEIU Local 888; Administrative Assistants (12 Months) Department: Student Services Location: Central Office Reports to: Director of Student Services Affiliation: SEIU Local 888 Salary range: $59,149.02 - $65,053.29 General Description: The 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. Responsibilities : Out-of-District Student Services Maintain 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 Coordination Coordinate 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 costs Serve 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 Billing Claim 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…

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