The Special Education Compliance and Program Coordinator serves as a key member of the Special Education Department, providing comprehensive programmatic, technical, compliance, and operational support to ensure the effective delivery of special education services throughout the District. This confidential position plays an integral role in supporting compliance with the Individuals with Disabilities Education Act (IDEA), Chapter 14, Medical Assistance (ACCESS) billing requirements, and all applicable federal and state regulations governing special education.
Working collaboratively with the Director of Special Education, administrators, case managers, related service providers, school psychologists, teachers, families, outside agencies, and regional educational partners, this position coordinates complex special education processes, manages compliance systems, oversees Medical Assistance (ACCESS) billing support, and serves as the District's primary resource for special education technology, compliance monitoring, and data management.
The successful candidate will possess exceptional technical aptitude, advanced organizational skills, sound judgment, and the ability to manage multiple priorities while maintaining the highest level of confidentiality. This position requires extensive knowledge of special education processes, technology systems, and Medical Assistance (ACCESS) billing requirements. The incumbent will routinely access highly confidential educational, medical, psychological, behavioral, and financial information protected under FERPA, IDEA, HIPAA (where applicable), and other applicable privacy regulations. The Coordinator serves as a district resource for compliance, staff training, technology support, Medical Assistance program administration, and continuous process improvement.
Essential Responsibilities
Special Education Program Support
- Serve as the primary administrative, technical, and compliance support to the Director of Special Education and/or designee.
- Coordinate the daily operations of the Special Education Department to ensure efficient delivery of services and compliance with district, state, and federal requirements.
- Monitor and coordinate all special education compliance timelines including referrals, evaluations, reevaluations, eligibility determinations, Individualized Education Programs (IEPs), manifestation determinations, transition planning, and all required documentation.
- Support implementation of IDEA, Chapter 14, Section 504 (where applicable), Medical Assistance (ACCESS) billing requirements, and district special education procedures.
- Assist administrators and case managers in monitoring compliance deadlines and ensuring accurate documentation.
- Support department initiatives, continuous improvement efforts, and compliance monitoring activities.
Technology and Systems Management
- Serve as the District's primary technical resource for IEPWriter and all related special education technology systems.
- Maintain expert-level proficiency in IEPWriter and participate in ongoing professional development to remain current with system enhancements, legal requirements, and best practices.
- Provide technical support, troubleshooting, consultation, and guidance to teachers, administrators, case managers, school psychologists, and related service providers regarding IEPWriter functionality.
- Develop, coordinate, and deliver district-wide training on IEPWriter and other special education technology platforms.
- Maintain proficiency in student information systems, compliance databases, electronic records management systems, and other educational software.
- Utilize advanced Microsoft Excel skills to develop reports, create dashboards, analyze large data sets, build pivot tables, generate charts, identify compliance trends, and support data-informed decision making.
Medical Assistance (ACCESS) Billing Coordination
- Coordinate all aspects of the District's Medical Assistance (ACCESS) billing program.
- Review every Individualized Education Program (IEP) throughout the District to verify related services and ensure documentation supports Medical Assistance billing requirements.
- Communicate directly with case managers, related service providers, supervisors, and administrators regarding corrections or revisions needed to ensure billing compliance.
- Prepare, verify, monitor, and maintain documentation required for Medical Assistance reimbursement.
- Collaborate with the Business Office, STAR, Leader Services, and other district partners to support Medical Assistance billing processes, including Mass Capture activities.
- Participate in regional meetings with Chester County Intermediate Unit personnel, Medical Assistance coordinators, and county-wide professional networks to remain current with changing regulations and best practices.
- Assist with internal audits, external monitoring, compliance reviews, and quality assurance activities related to Medical Assistance billing.
Training and Professional Development
- Develop and facilitate annual district-wide training on Medical Assistance billing requirements, documentation standards, and compliance procedures.
- Provide ongoing training and support to case managers, related service providers, Personal Care Assistants (PCAs), Registered Behavior Technicians (RBTs), Board Certified Behavior Analysts (BCBAs), contracted providers, supervisors, and administrators.
- Develop user guides, manuals, reference materials, and training resources that promote consistency across the District.
- Serve as a resource to administrators regarding compliance requirements and implementation of best practices.
Student Services Coordination
- Coordinate scheduling of IEP meetings, evaluation conferences, reevaluation meetings, manifestation determination meetings, and other required special education meetings.
- Collaborate with administrators, teachers, school psychologists, related service providers, transportation personnel, families, and outside agencies to ensure timely coordination of student services.
- Prepare and distribute legally required notices, invitations, procedural safeguards, consent forms, and compliance documentation.
- Assist in coordinating transportation, related services, and student support logistics.
- Respond professionally to parent inquiries regarding district special education procedures.
- Assist with parent outreach related to Medical Assistance enrollment, informational sessions, awareness activities, and educational resources.
Compliance and Data Management
- Maintain confidential special education records in accordance with FERPA, IDEA, HIPAA (where applicable), and district record retention procedures.
- Monitor referrals and evaluation requests to ensure timely processing.
- Maintain student information systems, IEP management systems, compliance databases, and departmental tracking systems.
- Prepare reports supporting state, federal, and district reporting requirements.
- Conduct quality assurance reviews of student records to ensure legal compliance and documentation accuracy.
- Support internal and external compliance audits by maintaining complete and accurate documentation.
Confidential Records and Protected Health Information
- Access, review, maintain, and safeguard highly confidential student educational and health-related records in accordance with FERPA, IDEA, HIPAA (where applicable), and all applicable federal and state privacy laws.
- Review Individualized Education Programs (IEPs), Evaluation Reports (ERs), Reevaluation Reports (RRs), Medical Assistance documentation, and related records to verify eligibility, related services, documentation accuracy, and billing compliance.
- Handle confidential information relating to medical diagnoses, behavioral and mental health services, evaluations, assessments, treatment plans, physician documentation, and other protected health information required to support special education programming and Medical Assistance reimbursement.
- Maintain strict confidentiality regarding services provided by physicians, specialists, therapists, hospitals, behavioral health providers, case managers, contracted agencies, and community partners.
- Review documentation supporting services including, but not limited to:
- Medical evaluations and physician documentation
- Behavioral and mental health services
- Physical, occupational, and speech-language therapy
- Psychological and psychiatric services
- Personal care services and skilled nursing
- Case management services
- Wraparound services, including Behavioral Specialists and Therapeutic Staff Support (TSS)
- Prescription medications and medically necessary nutritional supplements
- Vision services, hearing supports, augmentative communication devices, FM systems, wheelchairs, prosthetics, and adaptive medical equipment
- Laboratory reports, diagnostic testing, inpatient and outpatient medical services, and medically necessary home health services
- Exercise exceptional professional judgment and discretion when handling protected educational, medical, behavioral, financial, and billing information.
Administrative and Departmental Support
- Prepare correspondence, reports, presentations, meeting materials, agendas, and departmental communications.
- Maintain calendars, schedules, departmental files, and confidential records.
- Coordinate departmental communications and assist with special projects.
- Maintain inventories of departmental forms, supplies, and instructional materials.
- Perform other duties as assigned by the Director of Special Education or designee.
Qualifications
Education and Experience
- High school diploma or GED required; Associate's degree required preferred.
- Bachelor's degree in Education, Business Administration, Information Systems, Public Administration, Special Education, or a related field preferred.
- Minimum of three (3) years of progressively responsible experience supporting public education, student services, special education, compliance administration, or program coordination.
- Experience supporting Medical Assistance (ACCESS) billing, special education compliance, or educational software systems is highly desirable.
- Experience developing and delivering professional training programs preferred.
Knowledge, Skills, and Abilities
- Extensive knowledge of IDEA, Chapter 14, FERPA, HIPAA (where applicable), Medical Assistance (ACCESS) billing requirements, and special education compliance procedures.
- Demonstrated ability to interpret and apply complex federal and state regulations related to special education compliance and Medical Assistance reimbursement.
- Advanced proficiency using specialized educational software, including IEPWriter, or the demonstrated ability to rapidly become the District subject matter expert.
- Advanced Microsoft Excel skills, including pivot tables, formulas, dashboards, data validation, reporting, chart development, filtering, and large-scale data analysis.
- Proficiency with Microsoft Office Suite, Google Workspace, student information systems, electronic records management systems, and compliance databases.
- Ability to learn, master, and train others on specialized software applications.
- Ability to analyze large volumes of student, service, compliance, and billing data to identify discrepancies, ensure compliance, and support continuous process improvement.
- Exceptional organizational, project management, and time-management skills with the ability to manage multiple competing priorities.
- Strong analytical skills with meticulous attention to detail and accuracy.
- Excellent written, verbal, presentation, facilitation, and interpersonal communication skills.
- Exceptional presentation and instructional skills with the ability to design and deliver professional development for certified staff, support staff, administrators, and contracted service providers.
- Demonstrated ability to collaborate effectively with administrators, teachers, related service providers, parents, outside agencies, regional educational partners, and community organizations.
- Demonstrated ability to exercise independent judgment while managing highly sensitive educational, medical, behavioral, financial, and billing information.
- Ability to maintain strict confidentiality involving student records, Medical Assistance billing information, health-related services, personnel matters, and all other protected information.
- Ability to work independently while serving as the District's trusted technical, compliance, and operational resource for Special Education.
Non-exempt position. Confidential status.
Pay: $38,000.00 - $45,000.00 per year
Benefits:
- 403(b)
- Dental insurance
- Health insurance
- Health savings account
- On-site gym
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
