CLERK - SHARS/Medicaid

SPECIAL EDUCATION; Odessa (TX); On-site; USD 22,000 - 29,000; Full time

Job summary

Ector County ISD in Odessa, Texas is hiring a SHARS/Medicaid Clerk to coordinate and manage SHARS and MAC programs for maximum reimbursement while ensuring compliance with federal, state, TEA, and HHSC requirements. The role supports campuses and staff with Medicaid documentation, billing, and reporting.

The position requires knowledge of SHARS, MAC, IDEA, and PEIMS, plus strong organizational skills and confidentiality protections under FERPA and HIPAA.

Qualifications

• High school diploma or GED required.
• Knowledge of SHARS, MAC and TEA/HHSC requirements.
• Experience with PEIMS and IEP documentation preferred.

Responsibilities

• Coordinate districtwide SHARS program to ensure compliance.
• Monitor Medicaid billing processes to maximize reimbursement.
• Coordinate RMTS participant lists and MAC reporting.
• Review IEP documentation for Medicaid billing requirements.
• Provide staff training on SHARS and Medicaid procedures.
• Maintain vendor documentation and coordinate with providers.
• Maintain Medicaid databases and generate related reports.
• Collaborate with Special Education and PEIMS staff.
• Maintain confidentiality per FERPA and HIPAA.

Skills

SHARS knowledge

MAC knowledge

TEA HHSC requirements

IDEA procedures

PEIMS reporting

Medicaid reimbursement

data analysis

staff training

Education

High school diploma or GED

Texas Educational Aide Certificate

Associate's degree

Tools

Microsoft Office

Database applications

Job description

Starting Date: Immediately

Job Description

Wage/Hour Status: Non-exempt
Reports to: Evaluation Supervisor

Pay Grade: 3
Dept./School: Special Education

Primary Purpose: Coordinate and manage the district's School Health and Related Services (SHARS) and Medicaid Administrative Claiming (MAC) programs to maximize Medicaid reimbursement while ensuring compliance with federal, state, Texas Education Agency (TEA), and Texas Health and Human Services Commission (HHSC) requirements. Provide technical assistance, training, monitoring, and administrative support to campuses and special education staff regarding Medicaid documentation, billing, and reporting.

Qualifications

Education/Certification

• High school diploma or GED required
• Valid Texas Educational Aide Certificate (preferred)
• Associate's degree (preferred)

Special Knowledge Skills

• Knowledge of SHARS, Medicaid Administrative Claiming (MAC), TEA, and HHSC requirements
• Knowledge of IDEA, Special Education procedures, and IEP documentation
• Knowledge of PEIMS reporting requirements related to Special Education
• Knowledge of Medicaid reimbursement processes
• Strong organizational and recordkeeping skills
• Excellent computer skills including Microsoft Office and database applications
• Ability to analyze data and identify discrepancies
• Ability to train staff and communicate complex procedures clearly
• Strong written and verbal communication skills
• Ability to maintain confidentiality in accordance with FERPA and HIPAA
• Ability to prioritize multiple projects and meet deadlines

Experience

• Experience working in Special Education programs
• Experience with SHARS and Medicaid billing preferred
• Experience with PEIMS and IEP documentation preferred
• Experience with data management and reporting

Major Responsibilities and Duties

SHARS Program Management

• Coordinate the districtwide SHARS program to ensure compliance with all federal and state requirements.
• Monitor Medicaid billing processes to maximize reimbursement while maintaining compliance.

Medicaid Administrative Claiming (MAC)

• Coordinate quarterly Random Moment Time Study (RMTS) participant lists.
• Maintain participant rosters and ensure staff participation requirements are met.
• Assist with MAC financial reporting and collection of allowable salary and benefit costs.
• Coordinate direct replacement documentation.

Compliance Monitoring

• Conduct routine internal audits of Medicaid documentation and billing practices.
• Monitor compliance with TEA, HHSC, and Medicaid regulations.
• Develop and monitor corrective action plans when deficiencies are identified.
• Maintain documentation for monitoring and audit purposes.

IEP Documentation Support

• Review IEP documentation to ensure Medicaid billing requirements are met.
• Assist campus staff with documentation related to:
  • Related services
  • Personal Care Services (PCS)
  • Specialized transportation
  • Medicaid consent
• Monitor documentation for compliance and accuracy.

Training and Technical Assistance

• Provide support to campus personnel regarding SHARS and Medicaid procedures.
• Train staff regarding Medicaid parental consent requirements.
• Support campuses during implementation of Medicaid procedures.
• Develop written procedures and guidance documents.

Financial and Administrative Support

• Maintain vendor documentation.
• Coordinate with contracted providers regarding required documentation.

Data Management and Reporting

• Maintain accurate Medicaid databases and participant records.
• Compile reports related to:
  • Billing
  • Training completion
  • RMTS participation
  • SHARS reimbursement
  • Medicaid expenditures

Collaboration

• Special Education administration
• Campus administrators, as needed
• Related service providers
• PEIMS staff
• Finance Department, as needed
• Medicaid vendors
• Texas Health and Human Services Commission

General Responsibilities

• Maintain confidentiality of student and employee information in accordance with FERPA and HIPAA.
• Maintain prompt and regular attendance.
• Perform other duties as assigned.

Supervisory Responsibilities

• None

Working Conditions

Mental Demands/Physical Demands/Environmental Factors:
Work with frequent interruptions; maintain emotional control under stress; Repetitive hand motions; prolonged use of computer. Occasional prolonged and irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. I have read, understand and attest to the above description and funding relating to my daily activities.

Ector County Independent School District SPECIAL EDUCATION - ODESSA, Texas Open in Google Maps

This job is also posted in Ector County ISD

Job Details

Job ID: 5920850

Application Deadline: Nov 20, 2026 11:59 PM (Central Standard Time)

Job Title: SHARS/Medicaid Clerk

Wage/Hour Status: Non-exempt
Reports to: Evaluation Supervisor

Pay Grade: 3
Dept./School: Special Education

Days: 187
Supervises: NA

Position Type: Full-Time

Salary: $15.90 to $21.12 Per Hour

Support Staff > Clerical

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Melisa Valenzuela , EXECUTIVE DIRECTOR SPECIAL SRV Special Education
• SPECIAL EDUCATION
• Phone: [phone]
• Email: [e-mail]