Special Education Department Secretary

POSITION AVAILABLE

Special Education Department Secretary
Education Service Center
AFSCME Category IV
$25.41 to $30.57 per hour plus full-time benefits based on the current Office Employee contract
52 weeks per year, 8.5 hours daily paid time with a 30 minute unpaid lunch

RESPONSIBILITIES

Third-Party Billing Program Management

• Oversee the district's Third-Party Billing Program, maintaining knowledge of special education procedures, applicable billing requirements, and the Minnesota Third-Party Billing system.
• Develop, update, and maintain informational and procedural documents in Schoology.
• Provide training to supervisors and coordinators on general billing requirements, policies, and procedures.
• Train service providers, including speech-language clinicians, occupational therapists (OTs), physical therapists (PTs), psychologists, and nurses, on Sped Forms. Assist with login procedures and provide instruction on entering service logs and evaluation logs.
• Check for excluded providers monthly.
• Meet with buildings on a monthly basis to review billing questions, training and procedures.
• Monitor active and inactive student eligibility monthly through the MN-ITS Eligibility Verification System.
• Monitor SharePoint for statewide private insurance denials.
• Contact MN-ITS/Minnesota Department of Human Services (DHS) regarding students with questionable Medical Assistance (MA) status, approximately 10–20 students per month.
• Manage the PCA billing spreadsheet and the nursing/direct billing spreadsheet.
• Submit biweekly billing batches through the DHS MN-ITS system.
• Retrieve biweekly remittance logs from MN-ITS, upload revenue information into Sped Forms, and correct errors for resubmission.
• Complete and submit the Annual Rates Report to MN-ITS each June.
• Collaborate with the designated DHS contact to correct or adjust inaccurate billing rates.
• Compile supporting documentation for DHS audits.
• Attend annual DHS Third-Party Billing Forums.

Sped Forms System Administration and Support

• Configure Sped Forms for each new school year, including updating the school calendar and establishing current billing rates.
• Add new staff members to Sped Forms and assign appropriate system access.
• Assist staff with password resets and login issues.
• Ensure each service provider has access to all assigned students.
• Enter prospective special education students into Sped Forms to allow staff to complete initial evaluations.
• Create and enter one-to-one (1:1) nursing billing logs.
• Enter PCA billing logs and all transportation billing logs into Sped Forms.
• Monitor student activity logs and ICD-10 diagnosis codes for accuracy and completeness.
• Respond to staff questions regarding entry of Third-Party Billing logs and system procedures.
• Communicate regularly with the Sped Forms support team to resolve billing submission issues and other system-related questions.

Personal Care Assistant (PCA) Billing and Compliance

• Monitor Educational Assistants (EAs) to ensure they maintain the required PCA certification when working with billable students.
• Communicate with case managers (CMs) regarding students eligible for PCA billing.
• Guide case managers through the PCA billing process, including:
  • Developing time studies for activities of daily living (ADLs).
  • Updating required language in the Individualized Education Program (IEP).
  • Completing monthly Service Activity Logs.
• Follow up regularly with case managers regarding the completion and submission of time studies and monthly activity logs.
• Remind Qualified Professionals to document and sign off on the required training and supervision of EAs serving as PCAs.
• Review IEPs to ensure required PCA billing language is included.

• Follow up with case managers and service providers to ensure billing paperwork is submitted and monthly billing logs are entered into Sped Forms.

Nursing and Transportation Billing

• Review IEPs to ensure required nursing and transportation billing language is included.
• Verify that the correct direct nursing service minutes are documented on the IEP service grid.
• Create and maintain nursing/direct billing records and enter the required billing logs into Sped Forms.
• Enter all transportation billing logs into Sped Forms.
• Prepare PCA and transportation billing forms for center-based students attending Extended School Year (ESY) programs.
• Monitor ESY Educational Assistants to ensure they have the appropriate PCA certification when working with students eligible for billing.

One-to-One (1:1) Nursing Contracts

• Coordinate individually with home care agencies to prepare annual nursing contracts for medically fragile students receiving 1:1 nursing services.
• Submit nursing contracts to the Finance Department for review and signature.
• Return fully executed contracts to the appropriate home care agencies.
• Monitor expiration dates for home care agencies' Certificates of Liability Insurance and W-9 forms, and notify agencies when updated documentation is required.
• Review IEPs to ensure appropriate 1:1 nursing language is included and the correct direct nursing minutes are documented on the service grid.
• Follow up with the Finance Department to ensure nursing invoices are forwarded for processing.
• Create the corresponding Third-Party Billing logs in Sped Forms based on the nursing invoices received.

QUALIFICATIONS

• Knowledge of special education procedures, IEP requirements, Third-Party Billing, Minnesota Medical Assistance, and applicable DHS billing regulations.
• Proficiency in computer applications, spreadsheets, databases, and electronic recordkeeping systems, including Microsoft Excel, SharePoint, and Schoology.
• Strong organizational skills and attention to detail, with the ability to manage multiple responsibilities, maintain accurate records, resolve billing discrepancies, and meet deadlines.
• Effective written and verbal communication skills, including the ability to train staff, explain procedures, provide technical support, and coordinate with school personnel, government agencies, and outside service providers.
• Ability to work independently, troubleshoot problems, maintain confidentiality, and ensure accurate documentation and compliance with applicable requirements.
• Relevant experience in billing, accounting, special education administration, healthcare administration, or a related field preferred. Experience with MN-ITS, Sped Forms, PCA billing, nursing contracts, and school-based service billing preferred.
• High school diploma or equivalent required; relevant postsecondary education, training, or equivalent work experience preferred.

Note: Testing is required for this position. Applicants must show evidence of technology and clerical skills.
Internal AFSCME employees will have priority consideration

APPLICATION PROCEDURE
Apply on-line at

Anh Tran
Human Resources Program Director
Robbinsdale Area Schools

POSTING OPEN UNTIL TUESDAY, NOVEMBER 3, 2026

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description.

We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We would encourage you to apply, even if you don't believe you meet every one of our qualifications described.

Equity is one of District 281 core values and is essential to our goal of putting children first to ensure college and career readiness. A diverse workforce fuels innovation and allows us to better understand, communicate with, and educate our students. District 281 will not deny anyone the opportunity for training or employment because of sex, race, religion, color, creed, national origin, marital status, age, sexual preference, disability, or status with regard to public assistance.