Vendor Coordinator

The Vendor Coordinator will be responsible for performing a variety of duties relative to the vendorization process ensuring compliance with all  statutory, regulatory and Harbor Regional Center vendor requirements. 

ESSENTIAL DUTIES

1.    Accurate and complete processing of vendor application packets, documents and information to meet contractual requirements, statutory, regulatory and HRC vendor requirements.

2.   Ensures that each service provider meets all elements of the vendorization process including completing all forms, providing copies of all appropriate licenses and certifications, and provide written acknowledgement of all statutory, regulatory and HRC vendor requirements.

3.   Inputs Service Provider information into HRC’s database.

4.   Develops and maintains vendor files to include scanning documents to be uploaded to Laserfiche, including items that require updating annually or on an ongoing bases (liability insurance, professional licenses and service agreements/contracts, etc.).

5.   Prepares vendor files for various annual audits.

6.   Work collaboratively with resource development staff on new resources and process provider CPP/RFP contracts and documents.

7.   Develops and maintains tracking reports to ensure rate increases per DDS directives and all other agencies (SMA, DOR, etc.) have been applied to providers in Sandis, Laserfiche and VirtualCHART.

8.   Work collaboratively with DCS staff, accounting staff, case management staff and service providers in resolving issues related to vendor rates and services.

9.    Reviews content of the Service Provider Inquiry Inbox daily and direct preliminary inquiry documents to the appropriate internal departments. Maintains a log of all service provider inquiries/applications which are received and provides a quarterly report to the Director of Community Services, DCS managers and resource developers.

10.   Attends and participate in meetings with the resource development staff and DCS Managers, as needed.

11.   Communicates with service providers, service coordinators, Regional Centers and others; responds to questions, concerns or complaints; provides information authorized for release and transfers calls to appropriate internal resources.

12.   Responsible for communicating with other Regional Centers regarding updates related to service providers and services.

13.    Maintains absolute confidentiality regarding service providers in compliance with Regional Center policies.

SECONDARY DUTIES

Performs related duties as required.

ENVIRONMENT/PHYSICAL ACTIVITY

The incumbent is in a non-confined setting in which they are free to move about at will. The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc.  In the course of performing this work, the incumbent:                                                                                      

• Will spend time sitting, utilizing the computer.
• Will spend time standing/walking throughout the facilities.
• May lift up to 15 lbs. periodically.  If more, the incumbent must request assistance.
• May stoop or stretch to access file cabinets, shelves.

The individual in this position may operate any standard office equipment including telephones, copy machines, scanning equipment, computer peripheral equipment, etc.

Computer software may include any or all of the following:

• Microsoft Office including Word, Outlook, Power Point and Excel
• VirtualCHART (Case Management System)
• Sandis
• Laserfiche (Document Management System)
• Zoom
• Abode Acrobat

The incumbent must be able to perform this job safely, without endangering their health or safety or that of others.  Individuals with disabilities that may impact their ability to perform these duties are encouraged to meet with Human Resources to discuss options for accommodation. 

POSITION REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job.  Individual abilities may result in some deviation from these guidelines.

To perform effectively in this position, the incumbent must have:

• A high school diploma or equivalent, and two or more years’ experience in a similar position.
• Production speed data entry skills, minimum of 45 wpm with a high level of accuracy.
• A comprehensive working knowledge of Title 17, Vendorozation and Median Rates.
• Computer skills sufficient to meet production demands of the job including Microsoft Office, Excel, Word, Outlook, Laserfiche, Sandis, and VirtualCHART.
• Ability to establish and maintain routine files, records and official documents.
•  Effective oral and written communication skills sufficient to draft correspondence and emails including the ability to write clear and concise reports.
• Must be detailed oriented.
• Critical thinking and problem solving skills including ability to research and resolve procedural problems.
• Ability to work effectively with people of diverse cultures, ages and background.
• Ability to be flexible and work in a changing environment.
• Ability to model positive behaviors and Regional Center values.

Other Requirement:

Upon job offer acceptance, candidates will be required to show proof of COVID-19 vaccination. A reasonable accommodation may be requested for an exemption from the COVID-19 vaccination requirement.

Please submit resume to HR@harborrc.org.