Specialist - Special Education Management System

Waco ISD; Ojai (CA); On-site; USD 45,000 - 70,000; Full time

Job summary

Waco ISD seeks a Specialist for Special Education Management System to oversee PEIMS data, ARD documents, and Medicaid/SHARS billing workflow.

This role ensures accurate data across district software, audits eligibility records, and coordinates with campuses to maintain regulatory compliance. Strong communication with parents and staff is essential, as is meticulous attention to FERPA and HIPAA standards.

Qualifications

• Requires high attention to detail and accuracy in data entry and audits.
• Experience with ARD documentation and state reporting is preferred.
• Knowledge of FERPA, HIPAA and district data confidentiality standards.

Responsibilities

• Manage PEIMS data entry, auditing, and monthly eligibility reports.
• Oversee Medicaid/SHARS claim processing and related workflows.
• Coordinate student record transfers and eligibility data across district systems.
• Audit billing logs and ARD documentation for accuracy and compliance.
• Provide training and ongoing support on SHARS documentation and software.

Skills

Special Education software

Student Information Systems

Medicaid vendor billing systems

Data audit

Communication skills

Education

High School Diploma or GED

Associate or Bachelor's degree preferred

Tools

Special Education management software

SIS

Job description

Specialist - Special Education Management System JobID: 3998

• Date Posted:
  9/11/2026
• Location:
  Special Education Office

Job Title:Specialist - Special Education Management System
Wage/Hour Status:Nonexempt / At-Will
Reports To:Executive Director - Special Education
Pay Grade/Days:208/226
Dept./School:Special Education Department
Date Revised:September 2026

Primary Purpose:

To manage special education PEIMS data, student eligibility files, and Medicaid/SHARS billing compliance. The Specialist accurately enters, audits, and maintains student and personnel data across state and district software systems, oversees Medicaid reimbursement workflows, and collaborates across campuses and departments to ensure state regulatory compliance.

Qualifications:

Education/Certification: High School Diploma or GED Associate Degree or Bachelor's Degree preferred.

Special Knowledge/Skills: Proficiency in Special Education management software, student information systems, and Medicaid vendor billing systems. Familiarity with Special Education terminology, programs, and ARD documentation requirements. Advanced skills in database management, word processing, spreadsheets, file maintenance, and 10-key operations. Ability to audit data, recognize documentation deficiencies, multitask, and meet strict state and district deadlines. Excellent interpersonal, verbal, and written communication skills to interact professionally with parents, district staff, and external agencies.

Experience:

Two years or more of previous secretarial experience, preferably in a public education environment, medical billing, coding, or Medicaid compliance.

Major Responsibilities and Duties:

• Compiles, maintains, and updates data for the state Special Education PEIMS record-keeping system.
• Enters, updates, and reconciles daily student and teacher data across district platforms, preparing and verifying monthly eligibility reports.
• Audits Special Education eligibility documents and ARDs, recognizing errors or missing components and collaborating with campus staff to obtain necessary corrections.
• Coordinates student record transfers by assisting district campuses in acquiring incoming transfer data and transmitting eligibility files to requesting schools or agencies.
• Oversees all phases of Medicaid claim processing, managing interfaces between SHARS, ARD documentation, billing tickets, service logs, and physician prescriptions.
• Prepares, verifies, and updates quarterly SHARS provider and student participant lists in collaboration with Information Systems prior to billing submission.
• Conducts regular audit reviews of billing logs, prescriptions, and ARD documentation to identify and resolve system errors or utilization discrepancies.
• Provides training and ongoing technical assistance to service providers and administrators regarding SHARS documentation, billing procedures, and software systems.
• Communicates regularly with the district's Medicaid/SHARS billing agent and collaborates with the business office to prepare documentation required for cost reporting.
• Demonstrates proficiency in general clerical tasks, including preparing reports, forms, and correspondence related to Special Education programs.
• Maintains strict confidentiality of all student, family, and personnel records in compliance with FERPA, HIPAA, and district standards.
• Fosters positive working relationships with district employees, parents, and administrative staff.
• Provides departmental backup support, assists with filing and data distribution, and performs other duties as assigned.

Supervisory Responsibilities:

None

Equipment Used:

Computer, printer, copier, scanner, fax machine

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors: Maintain emotional control under stress, manage multiple fast-paced projects simultaneously, and adhere to tight deadlines. Administrative office environment with high pressure and frequent contact with staff/public. Requires prolonged sitting, keyboarding, working at computer terminals, light lifting of files/printouts, and occasional inter-campus travel.

Note:

This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.