Position: Special Populations Secretary Location Captain Isaac Paine Elementary School Salary: In accordance with Non Certified Contract JOB SPECIFICATION: The Special Populations Secretary is responsible for coordinating and conducting early childhood developmental screenings, managing Medicaid billing processes for eligible special education and student services, maintaining accurate student records and Census data for state and federal reporting, and overseeing the filing and organization of special education records. This position ensures compliance with local, state, and federal regulations related to early childhood programs, special education programming, special education census, Medicaid documentation, and student recordkeeping. This secretary reports directly to the Principal, Special Education Director and Superintendent and is directly involved in the screening of children ages 3–5 in accordance with RIDE Child Outreach requirements. Responsibilities may include data entry into the KIDSNET data system, billing systems, and other district and RIDE platforms under the supervision of an administrator and/or teacher and in accordance with RIDE criteria and expectations. JOB DUTIES: The duties of the Special Populations Secretary encompass a broad spectrum and include but are not limited to the following: 1. Child Outreach Screening Coordinate, schedule, and conduct developmental screenings for children ages 3–5 in accordance with state regulations and summarize screening results to identify areas of need and action plan for improvement Collaborate with families, community agencies, and early learning centers to identify and engage eligible children. Maintain accurate screening data, track follow-up referrals, and ensure timely communication with families. Will participate in assigned case findings/public awareness activities, (e.g. telephone calls, scheduling parents for screenings/re-screening appointments, assist in mail campaigns, distribute public awareness literature Will participate in training sessions as related to tasks assigned Maintain accurate records Enter child outreach screening results into Kidsnet under the direction of Administrator and/or Special Education Teacher Assist with monitoring the number of children that have been screened through child outreach Assist with brainstorming ideas for increasing child outreach screening numbers. Must be able to input and maintain accurate records with Kidsnet data entry and other data platforms 2. Medicaid Billing Collect, verify, and logging documentation required for Medicaid reimbursement of special education and related services. Ensure all billing complies with federal and state Medicaid regulations and district procedures. Monitors submitted billing and address denials or discrepancies promptly. Collaborate with service providers and business office staff to ensure accurate service logging and billing records. Coordinate all aspects of Medicaid reimbursement for eligible special education and related services. Verify student eligibility and parental consent for Medicaid billing in accordance with state and federal guidelines. Ensure all provider documentation (service logs, session notes, signatures, and dates) meets compliance standards for reimbursement. Collect, review, and submit billing claims through the district’s Medicaid billing system in a timely and accurate manner. Maintain secure and organized records of claims and reports Collaborate with special education service providers (speech, OT/PT, psychology, nursing, etc.) to ensure proper coding, documentation, and timeliness of submissions. Communicate regularly with the Business Office and Special Education Department regarding Medicaid revenues, reporting, and compliance updates. Stay current with Medicaid policy changes, provider requirements, and state or federal updates impacting school-based billing. Participate in training and audits related to Medicaid compliance and documentation procedures. Maintain confidentiality of all student records in compliance with FERPA and HIPAA regulations. 3. Special Education Census Data Input Assist in preparing state and federal special education census reports and audits. Maintain confidentiality and adhere to FERPA and IDEA data requirements. Enter and maintain accurate, up-to-date student records in the district’s special education data management system (e.g., IEP management software, SIS, or state reporting platform). Verify and update information related to eligibility, disability category, service delivery, placement, and exit status in alignment with state and federal reporting requirements. Collaborate with special education staff, speech pathologist, and case managers to ensure IEP information is entered correctly and timely and data is appropriate and correct Conduct regular data audits to identify discrepancies, missing information, or compliance issues prior to state reporting deadlines. Prepare and submit the district’s special education census and other required state/federal data collections (e.g., Child Count, Indicator reports, discipline data, exiting data). Maintain documentation to support all reported data, ensuring readiness for local or state audits. Assist with tracking timelines and compliance for evaluations, re-evaluations, and IEP meetings. Generate data summaries and reports to support program monitoring, grant applications, and compliance reviews. Maintain strict confidentiality of student information in accordance with FERPA, IDEA, and district policy. Stay current with updates from the state Department of Education regarding data collection changes, deadlines, and reporting procedures. Be responsible for the filing, organization, releases and maintenance of all special education records, ensuring that records are current, confidential, and accessible to authorized personnel in accordance with FERPA and IDEA requirements. Maintain strict confidentiality of all student information. QUALIFICATIONS: Associate’s or Bachelor’s degree in Education, Early Childhood, Special Education, Healthcare Administration, or a related field (or equivalent experience) preferred and/or have knowledge of general child development skills in working with young children Experience in early childhood screening, data entry, billing, or special education preferred. Working knowledge of IDEA, FERPA, and Medicaid billing procedures strongly preferred. Proficiency with student information systems, databases, and Microsoft Office Suite. Strong organizational skills, attention to detail, and ability to manage multiple priorities. Excellent communication and interpersonal skills for working with families, staff, and community partners. Be available to receive formal and comprehensive training in specific screening tests they are to administer, Demonstrate basic math skills Ability to work with children and to be patient, understanding, and effective in meeting their needs. Demonstrate basic math skills. (ability to complete simple addition and subtraction with 100% accuracy) Excellent interpersonal communication skills Demonstrate knowledge in computer skills, excel, word, ppt and inputting data Demonstrate exemplary organizational and communication skills Maintain