Accounting Systems and Medicaid Specialist

Accounting Systems and Medicaid Specialist

Accounts Payable:

General Responsibilities

The position is responsible for coordinating and maintaining automated accounts payable and financial systems.  This includes performing program testing, training, and processing updates or system enhancements as required.     

System Responsibilities

• Act as primary point of contact for telephone software support, maintenance, testing and upgrades to accounts payable software.  
• Troubleshoot and test all aspects of the automated accounts payable system.  
• Develop and maintain written procedures for all automated processes.  
• Develop and run custom reports.  
• Collaborate with vendors in the area of workflow integration.  
• Research and test new technologies, equipment, and existing processes; make recommendations as appropriate for system enhancements.   
• Work with department, schools, and offices to facilitate automation between departments.  
• Ensure pre-audit compliance with applicable policies and procedures prior to approval in RDA.

Accounts Payable Responsibilities 

• Correspond with schools and departments concerning problems including but not limited to, shipping, damages, and other discrepancies.  
• Check, review and approve data for accuracy, completeness, and conformance to established policies and procedures.    
• Ensure that the appropriate documentation and summary of expenditures relating to grant reimbursements, utility bills, travel, and other requests are complete and accurate prior to approval in RDA.  
• Request from schools and/or vendors any documentation needed to complete purchase orders for payment.  
• Collects and records check payments and/or cash as received.
• Verify, review, and process invoices.
• Follow-up on discrepancies with the initiating department and/or school.  
• Communicate effectively with various departments, schools, and vendors on expenditure information and the status of the payments.  
• Perform related work as required.

Knowledge Skills and Abilities

Excellent computer skills including the ability to test and troubleshoot software; thorough knowledge of standard procurement practices, procedures and policies; thorough knowledge of school system policies and procedures; ability to work independently and under pressure; ability to prepare and maintain computerized records and systems; good oral and written communication skills.   

Medicaid Program

General Responsibilities

Under the leadership of the Director of Finance and Director of Special Education, the position is responsible for the Medicaid School-Based Services Program, and providing training and ensuring compliance with Medicaid regulations to optimize the division's Medicaid claiming potential. Also, the coordinator will be responsible for administrative support to select related services staff. 

Essential Functions

• Develop, coordinate, and facilitate professional development sessions for school-based and central office staff, focusing on Medicaid regulations and procedures management; create procedure manuals, documentation, checklists, or guidelines as necessary.
• Serve as a resource for school personnel on the Medicaid provisions.
• Prepare quarterly administrative claims, transportation cost reports, and the annual direct services cost report.
• Ensure timely completion of all required reports for the University of Massachusetts Medical School (UMASS) and Department of Medicaid Assistance Services (DMAS).
• Conduct a regular review of accounting procedures and billing reports to ensure compliance with billing timelines set by the Virginia Department of Education.
• Manage the submission, tracking, and reconciliation of all Medicaid billing, re-billing, and payments in accordance with Medicaid policies and procedures.
• Facilitate the coordination of billable services such as skilled nursing, psychological, speech, physical, and occupational therapy; maintain documentation and ensure provider qualifications are current and accessible.
• Monitor payment systems to maximize revenue while also overseeing direct services documentation for completeness and accuracy.
• Conduct eligibility matches quarterly using the student master list provided by the Department of Technology; upload the data to the UMASS site to generate eligibility percentages for administrative claims, transportation reports, and annual cost reports.
• Coordinate and schedule quarterly Random Moment Time Studies (RMTS; update employee information, set up work calendars according to employee schedules; send reminders of time study requirements, and generate reports of staff participation, completion, and reimbursements.
• Stay abreast of changes and developments in the Medicaid reimbursement program.
• Attend Medicaid meetings or continuing education sessions conducted by state or federal agencies; confer with other districts to coordinate program activities to enhance state compliance and maximize reimbursement rates.
• Assist in the planning of professional learning for select related services staff.
• Perform related work, as required. 

Knowledge, Skills, and Abilities

Must have knowledge and understanding of Medicaid regulations, procedures, and documentation requirements, including the requirements of all laws and regulations pertaining to students with disabilities. Knowledge of program analysis, planning, auditing, and fiscal management. Must have expertise and proficiency in technology, records management, communication, data collection, and data interpretation. Must have the ability to develop and present ideas effectively, both orally and in writing; collaborate effectively with diverse stakeholders and work as part of a team; and establish and maintain effective working relationships with school administrators, teachers, staff, and the public. 

Education and Experience

Preferred: Bachelor's Degree in business or information systems or related area.  Accounts payable experience in an office environment in software support and troubleshooting.  Two (2) years of experience with accounting software, training, and customer support programs. Experience with managing Medicaid programs.  A comparable amount of training and experience may be substituted for the minimum qualifications. 

Physical Requirements

Ability to lift up to 20 pounds occasionally.  Requires timely and regular adherence to established work schedules. 

Special Requirements

Possession of a valid driver's license.

Regular and reliable attendance is an essential function of this position. 

FSLA status: Exempt

Internal Applicants may submit a letter of interest to the Human Resources Director.