Reimbursement Specialist

Job Description

Job Description

Description : JOB DESCRIPTION

POSITION TITLE :

Reimbursement Specialist

FLSA STATUS : Non-Exempt

PAY RATE :

$39,228 to $53,081 per year

PAY GRADE : N1

DEPARTMENT : Finance

DATE : July 1, 2025

POSITION SUMMAR Y

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

Physical Demands / Work Environment

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implies or otherwise, other than an “at will” relationship.

The Early Learning Coalition of Hillsborough County does not discriminate against employees or clients based on race, color, religion, gender identity or expression, sexual orientation, national origin, age, disability, marital status, familial status, or any other characteristic protected by Federal and State law. The coalition will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990, as Amended (ADAAA).

We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state, or local law.

Requirements :