Special Programs and Administrative Services Specialist

Williamsburg County School District Special Programs and Administrative Services Specialist Reports To: Director of Special Education (or designee) FLSA Status: Non-Exempt Term of Employment: 240 Days Position Purpose The Special Programs and Administrative Services Specialist provides administrative, compliance, and programmatic support for specialized student services within Williamsburg County School District. The position serves as the district liaison for Psychiatric Residential Treatment Facilities (PRTF), residential placements, Hospital/Homebound services, Medicaid-related documentation and billing processes, and other specialized educational programs. The position coordinates communication among schools, families, treatment providers, medical professionals, state agencies, and district personnel while maintaining records, monitoring compliance timelines, supporting service delivery, and ensuring continuity of educational programming for students with disabilities and other specialized needs. Essential Duties and Responsibilities Program Coordination and Student Services Assist with coordinating educational services for students placed in: Psychiatric Residential Treatment Facilities (PRTFs) Residential treatment programs Group homes Foster care placements Medical facilities Hospital/Homebound settings Serve as the district liaison between: Parents and guardians School personnel Medical providers Behavioral health providers Residential facilities State agencies Community organizations Facilitate student transitions into and out of specialized placements. Participate in weekly team meetings, staffing conferences, IEP meetings, and discharge planning meetings as appropriate. Monitor educational continuity and access to services during student placements. Collaborate with IEP teams and Student-Support Teams to ensure student access to FAPE. Hospital/Homebound Services Coordinate with the Nursing Supervisor on all Hospital/Homebound referrals and placements. Ensure compliance with South Carolina Department of Education requirements regarding Hospital/Homebound services. Coordinate assignment and scheduling of Hospital/Homebound instructors. Monitor instructional service delivery, attendance, and student progress. Conduct periodic reviews of eligibility and placement status. Coordinate with school-level teams to facilitate transitions and reentry planning following Hospital/Homebound placements. Residential Placement Oversight Maintain district oversight of students receiving services in residential educational, behavioral, psychiatric, therapeutic, or treatment settings. Coordinate records transfers, enrollment activities, and educational documentation. Maintain district-wide tracking systems for all residential placements and associated services. Medicaid Program Support Assist with district Medicaid billing documentation and compliance activities. Collect, organize, verify, and maintain Medicaid-related service records. Generate reports and supporting documentation necessary for reimbursement activities. Serve as a liaison with district Medicaid personnel, providers, and billing contractors. Maintain accurate records in accordance with federal, state, and district requirements. Assist with Medicaid audits, monitoring activities, and corrective actions. Administrative and Clerical Services Maintain confidential student records and program documentation. Prepare correspondence, reports, agendas, meeting materials, presentations, and other documents. Coordinate calendars, meetings, and communication for assigned programs. Answer phones, respond to inquiries, and provide information to district personnel and the public. Prepare meeting minutes and maintain official records. Manage office files, supplies, and program inventories. Process mail and distribute information to appropriate parties. Support district leadership with data collection, reporting, and special projects. Compliance Monitoring and Data Management Maintain district tracking systems related to: PRTF placements Residential placements Hospital/Homebound services Medicaid documentation IEP annual reviews Reevaluations Compensatory services Transition and reentry activities Compliance timelines Prepare monthly, quarterly, and annual reports regarding: Active placements Service delivery status Compliance indicators Medicaid activity Student outcomes Program effectiveness Knowledge, Skills, and Abilities Knowledge of special education laws and regulations. Knowledge of Medicaid School-Based Services programs. Knowledge of South Carolina Hospital/Homebound procedures and requirements. Strong organizational and records management skills. Ability to compile, analyze, and present data. Strong written and verbal communication skills. Ability to maintain confidentiality. Ability to establish effective working relationships with families, schools, agencies, and service providers. Proficiency in: Microsoft Excel Word Outlook Teams PowerPoint Student information systems Special education management systems Ability to manage multiple deadlines and priorities simultaneously. Minimum Qualifications High School Diploma or GED required. Associate Degree preferred. Minimum three (3) years of progressively responsible administrative, clerical, student services, special education, Medicaid, healthcare, or related experience. Demonstrated proficiency with Microsoft Office applications, particularly Excel. Valid South Carolina driver's license. Preferred Qualifications Experience in special education administration or support services. Experience with Medicaid billing or Medicaid School-Based Services. Experience coordinating Hospital/Homebound services. Experience working with residential treatment facilities or behavioral health providers. Experience with EdPlan, PowerSchool, or similar student management systems. Knowledge of IDEA, Section 504, Medicaid, and South Carolina special education regulations. Physical Demands Frequent sitting, standing, walking, and computer use. Occasional lifting of up to 25 pounds. Ability to travel between district schools and community agencies as required. Ability to attend off-site meetings. Williamsburg County School District