Pennwood Cyber Charter School - Special Populations Administrative Assistant

Position Summary

Pennwood Cyber Charter School seeks an efficient, technologically proficient, and adaptable Special Populations Administrative Assistant to support daily operations and strategic administrative functions. This position is based in the York, Pennsylvania office and plays a key role in managing both routine and cyclical school-related administrative tasks.

The Administrative Assistant serves as a primary point of contact for communications, supports internal departments, and ensures the smooth execution of essential school functions such as enrollment, documentation, Board meetings, and state testing coordination.

Key Responsibilities

Communication & Office Support

• Communicate via phone, Google Chat, videoconferencing tools, email, text, and the Learning Management System.
• Greet and support visitors and stakeholders professionally.
• Schedule appointments and maintain calendars.
• Respond to parent and student inquiries promptly and empathetically.
• Manage internal and external communications.
• Complete short- and long-term administrative tasks throughout the school year cycle.
• Support Counseling, Special Populations, and Leadership teams with documentation, scheduling, and special projects.

Medical Access Billing Responsibilities

• Input and maintain student data in the Student Information System (SIS) and Learning Management System (LMS)
• Track and monitor Medicaid-eligible services (e.g., speech therapy, OT, PT, nursing) provided to special education students.
• Collect provider logs, session notes, and service documentation in accordance with SBAP requirements.
• Enter and maintain accurate service data into the Medicaid billing software (e.g., EasyTrac or equivalent).
• Ensure confidentiality and security of student health and service records (HIPAA/FERPA compliance).
• Collaborate with providers to ensure timely documentation and certification of services.
• Assist in preparing and submitting documentation required for random moment time studies (RMTS).
• Maintain and update MA billing records and provider qualifications/licenses as required.
• Coordinate with third-party billing vendors or internal finance teams to ensure correct claim submission.
• Prepare reports and summaries for audits, monitoring visits, and state reviews.
• Support training of new staff on ACCESS documentation procedures as needed.

Additional duties as assigned.

Core Competencies

Customer Focus

• Demonstrates a student- and family-first mindset.
• Builds trusting relationships with school staff and stakeholders to enhance their experience.
  
  

Communication Excellence

• Communicates clearly and concisely across platforms.
• Confident public speaker and skilled writer with a strong professional tone.
  
  

Collaboration & Agility

• Thrives in a matrixed and fast-paced environment.
• Flexible, solutions-oriented, and effective in cross-functional teamwork.
  
  

Accountability & Initiative

• Manages tasks proactively with strong follow-through.
• Demonstrates ownership, urgency, and initiative in daily responsibilities.

Qualifications & Requirements

• Preferred: Associate’s or Bachelor's degree, or relevant industry certifications.
• Preferred: Experience working in a K–12, post-secondary, vocational, or office environment.
• Technologically proficient in Google Workspace, Microsoft OS, and web-based platforms.
• Strong organizational and prioritization skills; able to manage competing tasks and deadlines.
• High attention to detail with effective interpersonal skills.
• Ability to work independently and under limited supervision.
• Excellent written and verbal communication skills.
• Strong adaptability and problem-solving abilities.
• Must report to the York office regularly.
• Must be able to travel within Pennsylvania as required.
• Ability to comply with all internal system access protocols, including mandatory two-factor authentication.