Job Category
Exemption Status/Test
Non Exempt
Reports To
Special Education Director/Coordinator
Date Revised
Special Education
Primary Purpose
Assist with the management of SHARS (School Health and Related Services)/Medicaid claim program for special education services. Provide clerical support services to the coordinator and other staff members.
Education Certification

High School Diploma or GED

Valid TEA Certification

Special Knowledge/Skills

Ability to organize and prioritize responsibilities and projects in order to meet timelines

Ability to handle day-to-day disruptions and requirements as necessary with a positive attitude

Ability to multi-task

Ability to answer multi-line phone system

Ability to follow verbal and written instructions

Some knowledge of Special Education Services is desirable

Computer skills including use of word processing, spreadsheet and database systems

Knowledge of school district organization, operations and administrative policies

Excellent organizational, communication and interpersonal skills



One to three years secretarial experience, preferably in public education environment

Word processing, spreadsheet, and database systems skills preferred

Customer service experience

Previous experience with insurance claims preferred

Experience in successful management of major projects

Major Responsibilities and Duties


  • Conduct training sessions with service providers regarding SHARS/Medicaid procedures and requirements involving information regarding Medicaid eligibility lists, consent forms, monitor and ensure online Medicaid session billing is completed in a timely manner.
  • Assist with revising training documents presented to teachers, team leaders, etc.

Medicaid Eligibility Lists:

  • Monthly eligibility list obtain from import and update billing program and special education student management system.
  • Assist in updating Medicaid billing and special education information systems.

Consent Form:

  • Ensure Medicaid consent has been received for all student billing submissions.

Data Entry:

  • Enter transportation trips; maintaining totals for annual cost report.
  • Coordinate required prescriptions for services and ensure current status or prescriptions.
  • Enter/update student information in billing and special education information systems.


  • Maintain filing system for all Special Education students receiving Medicaid billable services.

Other Requirements:

  • Keep informed of and comply with all state and district policies and regulations concerning primary job functions.
  • Follow all rules, regulations and policies of Garland ISD and follow directives from supervisors.
  • Follow attendance policy as assigned by supervisor.
  • Perform other functions that may be assigned by the Administration/Supervisor.
Tools/Equipment Used
Standard office equipment including personal computer and peripherals
Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
Occasional light lifting and carrying (less than 15 pounds)
Work inside; regular exposure to noise
Mental Demands
Work with frequent interruptions; ability to handle high-volume, fast paced work load, detailed oriented, good judgment in handling confidential information, flexibility under pressure is a must