Community Provider Services Technician

Community Provider Services Technician

Supports community provider services in the approval and compliance process, as well as other duties as assigned by the Business Services Manager to facilitate the operations of the school.

Reports To: Business Services Manager (or designee)

FLSA Status: Non-Exempt

School Classification: Classified

Pay Schedule: Range 2 ($25.99-$30.12)

Work Schedule: 12 months

Location: Onsite and Remote Office

Essential Functions and Responsibilities

Administrative Support:

• Answers phone calls and provides a high level of customer service
• Welcomes office visitors and directs them as needed, providing high level of customer service
• Supports and facilitates office and school events
• Develops, streamlines, and improves systems and procedures within the department and across other departments within the school as needed

Staff and Student Support:

• Supports the mission and vision of the school in all job functions by supporting, students, parents, and staff

Accounts Payable:

• Assists with the completion of invoice match and upload process on purchase orders
• Assists the department in working with community providers to resolve any invoicing or billing issues
• Assists with tracking down old invoices for orders that we have not been billed for yet
• Responds to purchase order inquiries

Community Provider Services:

• Answers community providers' questions and calls regarding payment positively and supportively
• Assists community providers with electronic invoicing procedures
• Assists the department with coordinating and tracking group community provider discounts
• Receives community provider requests and completes process for approvals; communicates with community providers, tracks process on spreadsheet, input in database
• Inputs approved community providers into purchasing system, making sure that community providers' descriptions are accurate and complete
• Ensures community providers are thoroughly vetted and have current insurance information, business license, W-9 form, livescan, and signed provider packet
• Assists with the onboarding of new community providers
• Participates in periodic revisions to the New Community Provider packet
• Assists in the development, collection, and maintenance of operational metrics
• Prioritizes daily tasks in order to meet operational metric goals
• Responds and/or disseminates email messages to the shared community provider services email or ticketing system
• Increases the use of ACH (Automated Clearing House) payments for community providers
• Alerts Business Services Manager of any issues or discrepancies in community provider inquiries
• Supports the collection and maintenance of fingerprinting processes for the school.
• Travels as necessary to support the department.

Data Entry and Processing:

• Processes purchase orders, as needed
• Assists with creating reports from data in the student system and purchasing system
• Ensures all data is stored in the proper spreadsheet and/or documents
• Ensures all community provider remittance information is accurate and reflected in Sage Oak's Online Purchasing System (OPS)

Other Duties:

• Responds to all school related written correspondence, phone calls, voicemails, and emails within 24 business hours
• Refers all formal disciplinary actions involving students and staff to school management ensuring compliance with the school's Uniform Complaint Policy and the school's Uniform Technology Policy; addressing and resolving complaints from students, parents, and staff in a timely manner; and complying with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act)
• Performs other duties as assigned

Qualifications Guide:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience:

• Any combination some college coursework related to the responsibilities of the position and up to three (3) years of clerical or secretarial experience preferred

Other Qualifications:

• As a public school, Sage Oak is required to follow regulations from the CDPH which may Requirements are subject to change based on current legislative, CDPH, and Cal/OSHA updates.
• State and federal fingerprint clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received and the Human Resources Manager notifying the immediate supervisor of this clearance.
• Proof of a clear TB Tine test or signed Certificate of Completion dated within the last 60 days (Ed. Code 49406) upon employment and thereafter updated every four years

Knowledge:

• Computer and technology literacy:
• Operate office equipment including a calculator, copier, fax machine, computer and assigned software
• Google docs, Google spreadsheets and other online collaboration tools to send and receive information
• Basic arithmetic calculations

Skills:

• Conflict resolution
• Record-keeping techniques
• Methods of collecting and organizing data and information

Abilities:

• Embraces Sage Oak's core values
• Maintains integrity at all times
• Works independently with little direction
• Maintains developed, clear communication and interpersonal skills that maintain a respectful, professional, and courteous manner
• Maintains flexible and adaptable mindset
• Demonstrates sensitivity to individual differences and cultural backgrounds
• Maintains confidentiality of sensitive and privileged information
• Follows established procedures and meets all established deadlines
• Allocates time and resources effectively
• Understand complex, multi-step written and oral instructions
• Ability to perform varied and responsible educational assistant duties
• Determine appropriate action within clearly defined guidelines
• Follow established procedures and meet all established deadlines

Physical Demands:

• Hear and speak to exchange information
• Dexterity of hands and fingers
• See to read a variety of materials
• Bend at the waist, kneel or crouch
• Sit or stand for extended periods of time
• Lifting objects up to 50 pounds with or without assistance

Work Environment:

• Office environment
• Noise level is generally moderate
• Meetings conducted in public and private settings
• Indoor and outdoor in varying temperature
• Employee must have available transportation and be able to travel up to 100 miles in a day

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform any other related duties as assigned by their supervisor.

Equal Opportunity:

Employer is an equal opportunity employer. Recruitment, hiring, and promotion of individuals in all job classifications will be conducted without regard to actual or perceived race (including traits historically associated with race, such as hair texture and hairstyle, including but not limited to braids, locks, and twists), color, creed, actual or perceived gender (including gender identity and gender expression), religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), marital status, registered domestic partner status, status as a victim of domestic violence, assault or stalking, age (40 and over), ethnicity, national origin or ancestry (including language use restrictions), citizenship, physical, intellectual or mental disability (including HIV and AIDS), reproductive health decision-making, medical condition (including