Reimbursement Specialist

POSITION SUMMARY

The Reimbursement Specialist assists with processing Voluntary Pre-kindergarten (VPK) and School Readiness (SR) provider payments and reporting requirements for the assigned program, including data entry, processing of monthly attendance rosters, reconciliation of disbursements, and ensuring a timely response to provider payment related requests. This position works closely with all team members and childcare providers.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Review provider attendance rosters for VPK and School Readiness to ensure accuracy, completeness, and compliance with coalition, federal, state, and local policies and procedures.
• Verify attendance records, including sign-in/sign-out sheets and absence documentation, in accordance with the coalition, federal, state, and local policies and procedures.
• Prepare and upload all required documentation into appropriate data systems to maintain compliance and audit readiness.
• Process provider reimbursements in the statewide information system to ensure accurate and timely payments.
• Research, document, and process prior period adjustments and payment corrections.
• Prepare, generate, and distribute reimbursement reports and related correspondence to providers and internal stakeholders.
• Support internal and external audit and compliance processes, including payment validation and post-audit follow-up activities.
• Maintain accurate records and documentation to ensure readiness for audits and quality checks.
• Communicate professionally with providers, families, and internal team members to deliver high-quality customer service and resolve issues effectively.
• Respond to provider inquiries with empathy and professionalism; research issues, de-escalate conflicts, and ensure timely resolution.
• Provide technical assistance and training to providers through various channels, including phone, email, in-person meetings, and virtual platforms.
• Attend and participate in scheduled conference calls, webinars, trainings, and internal meetings.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

None

QUALIFICATIONS

• High school diploma or equivalent with a minimum of one year data entry experience.
• Ability to exemplify our Core Values of Integrity, Equity, Accountability, Collaboration, Innovation, Transparency, Consistency and Benevolence
• Knowledge of Best-in-Class Customer Service Skills
• Proven ability to connect with a diverse population
• Ability to navigate challenging situations and provide solutions
• Bilingual in Spanish preferred
• Proven, high quality customer relationship skills
• Ability to work collaboratively in a fast-paced, deadline driven environment
• Knowledge of general office procedures of basic operational tasks, including answering phones, using email, using computerized and online systems to perform daily work.
• Knowledge of Microsoft Office Products (Excel, PowerPoint, Word, Outlook, Teams).
• Solid ability to analyze situations carefully and adopt appropriate courses of action
• Strong attention to detail, organizational and time management skills
• Skilled in maintaining confidentiality and discretion regarding client information
• This position requires successful completion of the level 2 background screening standards as set forth in s. 435.04, F.S.

Physical Demands / Work Environment

• Work Environment: This job operates in a general office setting. This role routinely uses standard office equipment such as computers, phones, copiers/fax machines. While performing the duties of this job, the employee frequently interacts with staff, vendors, and the public in person and via telephone and email.
• Physical Demands: While performing the duties of this job, the employee will be required to sit for prolonged periods, at a desk, utilizing a computer and reviewing online and paper documents. The employee will also be required to lift and move up to 25 pounds and occasionally lift and move up to 50 pounds.