Accounting Systems and Medicaid Specialist

About the Role

This position coordinates and maintains automated accounts payable and financial systems, including performing program testing, training, and processing updates or system enhancements. Additionally, the role oversees the Medicaid School-Based Services Program, ensuring compliance with Medicaid regulations and optimizing the division's Medicaid claiming potential.

Responsibilities

System Responsibilities

• Act as the 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 on workflow integration.
• Research and test new technologies, equipment, and existing processes; make recommendations for system enhancements.
• Work with departments, 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 such as shipping, damages, and other discrepancies.
• Check, review, and approve data for accuracy, completeness, and conformance to established policies and procedures.
• Ensure 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 documentation from schools and/or vendors needed to complete purchase orders for payment.
• Collect and record 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 payment status.

Medicaid Program Responsibilities

• 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 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 regular reviews 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 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.

Requirements

• 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.
• 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.
• Expertise and proficiency in technology, records management, communication, data collection, and data interpretation.
• Ability to develop and present ideas effectively, both orally and in writing.
• Ability to collaborate effectively with diverse stakeholders and work as part of a team.
• Ability to establish and maintain effective working relationships with school administrators, teachers, staff, and the public.

Qualifications

Preferred: Bachelor's Degree in business or information systems or a 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.

FLSA status: Exempt