2026-2027 SY - Special Education Data Specialist

TITLE: Special Education Data Specialist
CLASSIFICATION:  Student Support � Other, Non-CBA
DEPARTMENT: Special Education
WORK HOURS:  7.5 Hours per day
CONTRACT LENGTH:  236 Days
Salary: Student Support Other

$58,652 - $70,649

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.  Specification are not intended to reflect all duties performed with the job

Definition:
The Special Education Data Specialist in the school district is responsible for overseeing the district's Medicaid billing, Special Education state reporting processes, and compliance program. This includes managing the documentation, submission, and follow-up of Medicaid claims for eligible services provided to students, particularly those receiving special education services, as well as coordinating and supporting Special Education state reports, including the 40-Day, 80-Day, 120-Day, and End-of-Year reports. The Special Education Data Specialist ensures the district remains in compliance with Medicaid and NMPED reporting requirements, maintains accurate student and service data, and serves as the primary point of contact between the district, Medicaid agencies, state reporting systems, and service providers.

SUPERVISION RECEIVED
Receives direction from the SPED department leadership

ESSENTIAL FUNCTION STATEMENTS
Essential responsibilities and duties may include, but are not limited to the following:
Medicaid Billing & Claims Processing:

• Prepare and submit accurate Medicaid claims for eligible services provided to students, including therapy, nursing, and other related services.
• Review student IEPs (Individualized Education Programs) and related documentation to ensure Medicaid-covered services are properly billed.
• Monitor and track the status of claims, ensuring timely follow-up on unpaid or denied claims.
• Compliance & Documentation:
  • Ensure compliance with federal, state, and district guidelines related to Medicaid billing for school-based services and Special Education state reporting requirements.
  • Maintain detailed and accurate records of Medicaid services provided to students and Special Education student data, ensuring all documentation supports reimbursement, state reporting accuracy, and compliance.
  • Assist in the preparation for audits and work with internal and external auditors to ensure proper documentation, billing practices, and state reporting procedures are followed.
• Collaboration & Communication:
  • Serve as a liaison between the district, Medicaid agencies, NMPED/state reporting entities, parents, and service providers regarding Medicaid services and Special Education state reporting requirements.
  • Provide training and guidance to school staff (including service providers, records clerks, and special education coordinators) on Medicaid billing procedures, documentation requirements, and Special Education state reporting processes and timelines.
  • Participate in meetings with administrators, service providers, and district staff to support the delivery of Medicaid-covered services to students and ensure accurate and timely Special Education state reporting compliance.
• Data Management & Reporting:
  • Compile and maintain data on Medicaid services, ensuring that accurate and up-to-date records are kept.
  • Prepare reports for district administrators, providing updates on claims status, revenue, and areas needing improvement.
  • Monitor Medicaid reimbursement rates and trends, reporting findings and recommending changes to maximize district reimbursement.
  • Coordinate, monitor, validate, and support Special Education state reporting requirements, including 40-day, 80-day, 120-day, and End-of-Year reports, while ensuring data accuracy and compliance with NMPED reporting requirements.
• Customer Service:
  • Address inquiries from parents, service providers, district staff, and administrators regarding Medicaid services, billing, and Special Education state reporting requirements.
  • Resolve discrepancies or issues related to Medicaid billing, student data, and Special Education state reporting in a timely and professional manner.

Qualifications:

Minimum Qualifications

Education and Experience

• Bachelor's degree in healthcare, business administration, education, data management, information systems, public administration, or a related field.
• Experience working with data management, records management, office administration, healthcare administration, education, or a related field.
• Proficiency in Microsoft Office applications, including Excel and Word.
• Ability to work collaboratively with district personnel, service providers, and external agencies.

Preferred Qualifications

Education and Experience

• Previous experience in Medicaid billing, healthcare administration, Special Education services, or Special Education state reporting.
• Experience working with Medicaid billing systems, NOVA, student information systems, and Special Education state reporting processes, including 40-Day, 80-Day, 120-Day, and End-of-Year reporting.
• Knowledge of Medicaid policies and procedures, Special Education compliance requirements, and New Mexico Public Education Department (NMPED) state reporting requirements related to school-based services.
• Ability to interpret and apply Medicaid regulations, billing requirements, and NMPED state reporting guidelines.
• Demonstrated experience monitoring reporting timelines and ensuring compliance with state and federal requirements.
• Experience providing training and technical assistance related to Medicaid billing, data reporting, or Special Education compliance.

Mental demands: Reading, ability to communicate effectively (verbal and written), maintaining emotional control under stress, coordinating and conducting districtwide training, and interpreting policy, procedures, and data. 

Physical Requirements: Ability to perform the job and access the environment for which you are hired.  The following may be required: Sitting, standing, lifting, moving about the room or school, carrying (up to 20 pounds), reaching, squatting, kneeling, prolonged typing, physical ability to type on a keyboard terminal, and moving light furniture.

Equipment/Technology Handled: Must know how to properly operate or be willing to learn to operate all multimedia equipment including current technology. 

Work Environment: Must be able to work within various degrees of noise, temperature, and air quality.  Interruptions of work are routine.  Flexibility and patience are required.  Must be self-motivated and able to complete job assignment without direct supervision.  After hour work may be required.

All GMCS schools are eligible for the Public Service Loan Forgiveness Program (PSLF).