RBHS Bookkeeper/Medicaid Administrative Assistant

KERSHAW

COUNTY

SCHOOL

DISTRICT

JOB

DESCRIPTION

Job

Title:

RBHS

Bookkeeper/Medicaid

Administrative

Assistant

Reports

to:

Director

of

Intervention

and

Enrichment

and

Chief

Academic

Officer

GENERAL

STATEMENT

OF

JOB

Under

limited

supervision,

performs

specialized

bookkeeping,

Medicaid

billing,

and

administrative

support

duties

for

the

district's

Rehabilitative

Behavioral

Health

Services

(RBHS)

program

and

the

Office

of

Instruction.

Coordinates

student,

provider,

and

financial

records;

processes

and

monitors

reimbursement

claims;

supports

accountability

and

audit

preparation;

and

maintains

efficient

office

operations.

Reports

to

the

Director

of

Intervention

and

Enrichment.

QUALIFICATIONS

Requires

a

vocational

or

technical

diploma

or

degree

in

accounting,

bookkeeping,

Office

Systems

Technology,

or

a

related

field,

or

an

equivalent

combination

of

education,

training,

and

experience

that

provides

the

required

knowledge,

skills,

and

abilities.

SPECIAL

KNOWLEDGE

AND

SKILLS

Proficient

typing

and

word

processing

skills,

with

a

minimum

of

35

words

per

minute,

and

accurate

data

entry

and

file

maintenance

skills.

Proficiency

in

Microsoft

Office

applications

and

the

ability

to

develop

and

maintain

spreadsheets,

databases,

financial

reports,

and

electronic

records.

Knowledge

of

basic

accounting

principles,

reconciliation

procedures,

and

Medicaid

billing

and

documentation

processes,

or

the

ability

to

acquire

this

knowledge.

Effective

organizational,

communication,

customer

service,

and

interpersonal

skills;

ability

to

develop

and

maintain

positive

working

relationships.

Ability

to

prioritize

assignments,

manage

deadlines

and

frequent

interruptions,

demonstrate

initiative,

and

work

independently.

Ability

to

maintain

confidentiality,

exercise

sound

judgment,

and

follow

district

and

program

procedures.

EXPERIENCE

Three

to

five

years

of

bookkeeping,

accounting,

or

related

administrative

experience,

preferably

in

a

public

education

or

healthcare

setting,

or

equivalent

education,

training,

and

experience.

Experience

with

Medicaid

reimbursement,

RBHS

documentation,

and

customer

service

preferred.

MAJOR

RESPONSIBILITIES

AND

DUTIES

RECORDS

REPORTS

AND

CORRESPONDENCE

Prepare

correspondence,

forms,

schedules,

meeting

agendas,

spreadsheets,

and

reports

for

the

Director

of

Intervention

and

Enrichment.

Compile,

maintain,

and

file

physical

and

computerized

financial

records,

program

reports,

correspondence,

and

supporting

documents.

Prepare

quarterly

summaries

of

RBHS

claims,

reimbursements,

outstanding

balances,

and

documentation

concerns

for

the

director

and

appropriate

finance

personnel.

Maintain

program

calendars,

reporting

deadlines,

and

a

departmental

deadline

matrix

and

To

Do

List;

follow

up

on

outstanding

items.

Coordinate

provider

meetings

and

training

activities;

maintain

attendance

records

and

distribute

program

communications

and

updated

procedures.

Provide

records

and

billing

reports

for

local,

state,

and

federal

audits

and

quality

assurance

reviews;

assist

with

responses

and

track

corrective

actions

assigned

by

the

director.

FILE

MANAGEMENT

Prepare,

maintain,

and

review

student

Medicaid

and

RBHS

files

for

completeness

and

accuracy;

track

eligibility,

parental

consent

and

releases,

service

documentation,

and

other

required

supporting

records.

Work

with

parents,

case

managers,

and

service

providers

to

obtain

missing

forms

and

resolve

documentation

concerns

before

claims

are

submitted.

Maintain

provider

registration,

qualification,

licensure,

and

training

records;

monitor

expiration

dates

and

report

concerns

to

the

director.

Maintain

secure

physical

and

electronic

files,

contact

lists,

inventory

records,

and

office

communications

in

accordance

with

district

procedures.

Process

staff

attendance

records,

travel

documentation,

incoming

and

outgoing

mail,

and

other

departmental

forms

as

assigned.

Receive

and

greet

visitors,

answer

incoming

calls,

take

reliable

messages,

provide

program

information,

and

route

inquiries

to

appropriate

personnel.

Maintain

confidentiality

of

student,

family,

provider,

and

financial

information.

ACCOUNTING

AND

INVENTORY

Develop,

maintain,

and

reconcile

RBHS

Medicaid

billing

and

reimbursement

records;

review

claims

and

supporting

documentation

for

accuracy

and

completeness.

Submit

authorized

claims,

monitor

claim

status,

research

denials

and

discrepancies,

and

process

corrections

and

rebilling

within

applicable

deadlines.

Reconcile

payments

and

outstanding

claims

with

district

financial

records

and

billing

reports;

coordinate

with

Finance

to

address

incorrect

payments,

adjustments,

and

refunds.

Monitor

documentation

and

billing

participation;

provide

training

and

technical

assistance

to

staff

and

providers

on

consent

forms,

service

records,

billing

procedures,

and

required

timelines.

Maintain

procedure

manuals,

checklists,

and

training

materials;

attend

program

training

and

communicate

reimbursement

and

documentation

updates

to

the

director

and

affected

staff.

Perform

departmental

bookkeeping

duties,

including

initiating

purchase

orders,

coding

invoices,

reviewing

vendor

statements,

monitoring

budget

balances,

and

maintaining

expenditure

and

reimbursement

records.

Prepare

and

route

authorized

invoices,

timesheets,

and

reimbursement

requests

to

appropriate

district

personnel;

maintain

supporting

documentation.

Monitor

office

supplies

and

equipment

inventory;

coordinate

purchases,

maintenance

work

orders,

and

equipment

repairs

as

authorized.

Serve

as

an

administrative

liaison

among

the

director,

school

personnel,

Finance,

service

providers,

families,

and

relevant

agencies.

Maintain

office

efficiency

by

organizing

office

systems

and

workflows;

collaborate

with

other

administrative

personnel

to

support

departmental

activities.

Participate

in

assigned

professional

development

and

perform

other

related

duties

assigned

by

the

Director

of

Intervention

and

Enrichment.

EQUIPMENT

USED

Computer,

printer,

copier,

scanner,

telephone,

calculator,

and

other

standard

office

equipment;

district

financial

systems,

Medicaid

billing

platforms,

spreadsheets,

databases,

and

word

processing

software.

WORKING

CONDITIONS

MENTAL

DEMANDS,

PHYSICAL

DEMANDS,

ENVIRONMENTAL

FACTORS

Maintain

emotional

control

under

stress;

work

with

frequent

interruptions

and

time-sensitive

deadlines;

exercise

accuracy

and

discretion

when

handling

confidential

records.

Work

involves

prolonged

computer

use,

repetitive

hand

motions,

sedentary

to

light

physical

activity,

and

occasional

lifting

or

carrying

of

light

materials

weighing

approximately

5

to

10

pounds.

Occasional

travel

to

district

locations,

meetings,

or

training

may

be

required.

DISCLAIMER :

This

job

description

is

not

an

employment

agreement

or

contract.

Management

reserves

the

right

to

revise

the

job

description

as

the

district

needs

change.