Vendor Support Coordinator/Assistant

Job Description

Job Description

SUMMARY: The Vendor Coordinator Assistant will complete tasks necessary for vendorization in partnership with the Vendor Coordinator in accordance with California Code of Regulations, Title XVII. This position will establish and maintain vendor files and related documents as appropriate. This position will enter and maintain vendor information in Imagining, SANDIS, SmartChart, and rate structures in the Uniform Fiscal System (UFS) (as needed) as directed by the Community Services Department (CSD) or other appropriate South Central Los Angeles Regional Center (SCLARC) staff. This position will collaborate with SCLARC staff, vendors, and other regional center staff regarding new and existing vendors. 

SUPERVISION RECEIVED: Receives supervision from the Lead H&S Vendor Coordinator 

SUPERVISION EXERCISED: None 

DUTIES AND RESPONSIBILITIES: Disclaimer – This list is meant to be representative, not exclusive. Some incumbents may not perform all the duties listed or may perform related duties as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Essential Job Specific Duties: 

1. Send vendor applications in a timely manner; assist prospective vendors with the application process as needed. 
2. Receive and process vendor packets (Including verification of degrees, business license, and/or federally recognized identification); issue vendor 

numbers, send vendor approval letters and payment agreements, enter information in SmartChart, build SANDIS and UFS Rate Tables (if necessary) and prepare vendor files; notify appropriate staff of completeness and readiness of vendorization. 

1. Maintain Imagining, SmartChart, SANDIS Resource Module information; change address, contact information, VSN comments and other information; enter all rate change information into SANDIS and UFS and follow up with Accounting staff; monitor inactivity of vendor services and inactivate files in 

SmartChart, SANDIS and UFS. 

1. Maintain vendor files; conduct systematic reviews of files and request updated information as necessary; send Termination or Non-Use letters in 

accordance with regulations. 

1. Receive and respond to requests from vendors, staff or other regional centers for information on SCLARC vendors; request information from other 

regional centers on vendors/potential vendors outside of SCLARC’s catchment area. 

1. Participate in SCLARC audits by compiling and making available files to be audited, obtaining any needed documentation from SCLARC vendors or 

requesting information from other regional centers regarding their vendors. 

1. Provide technical assistance to staff in accessing or utilizing existing vendor services and their service and sub codes.
2. Work with department staff to make sure vendor records are filed and/or scanned correctly. 
3. Scan and record vendor files as needed. 
4. Perform other like duties as assigned. 
5. Attend all meetings, trainings, and conferences as assigned. 

B. Other Job Specific Duties: 

1. Maintain respectful and clear communication with supervisor and coworkers. 
2. Accept guidance, constructive advice and supervision. 
3. Seek clarification or support, as needed. 
4. Work alternative hours as required. 
5. Attend all meetings, trainings, and conferences as assigned. 
6. Maintain safe and functional work environment. 

MINIMUM QUALIFICATIONS: The requirements listed below are representative of the knowledge, skills, and abilities required to satisfactorily perform the essential duties and responsibilities.

Knowledge of: 

• Office methods and practices 
• Basic accounting practices 
• Computerized data entry 
• Demonstrated word processing skills 
• Microsoft Word, Excel, Outlook or similar software applications 
• Terminology associated with services for individuals with developmental disabilities 
• Regulations as they relate to the vendorization process 

Ability to: 

• Convey complex information and ideas (including policies, procedures, regulations and expectations) to diverse groups clearly, concisely, verbally and

in writing. 

• Interpret and analyze physical and statistical data and prepare spreadsheets and or reports. 
• Complete basic calculations. 
• Interpret guidelines and standards applying them in a consistent manner. 
• Identify and analyze problems. 
• Maintain confidentiality. 
• Demonstrate excellent customer service. 
• Demonstrate empathy, respect and support cultural awareness. 
• Multi-task, work well under pressure, prioritize and produce within deadlines. 
• Develop standard business communications using proper grammar, spelling and punctuation. 
• Read, analyze and interpret technical procedures and or governmental regulations. 

EDUCATION AND EXPERIENCE: The following requirements generally demonstrate possession of the minimum requisite knowledge and ability necessary to perform the duties of the position.

• High School diploma or equivalent plus three years of experience in accounting related field; or 
• AA Degree plus one year of experience in accounting related field; or 
• Equivalent combination of education and experience may be considered 

OTHER REQUIREMENTS 

• Possession of a valid California Driver’s License and State automobile insurance, and acceptable driving record substantiated by a DMV printout. 
• Full use of automobile or ability to provide for independent transportation. 
• Smart casual business attire. 

WORK ENVIRONMENT: The work environment characteristics described are representative of those an employee encounters in performing the essential functions of this job.

• Work is primarily performed in professional office environment. 
• Manual dexterity for typing on a computer keyboard 
• Sitting for extended periods of time 
• Vision required to view computer monitor, read numbers and printed material 
• Mobility sufficient to reach, lift and transport files and other work material to work areas 
• Mobility sufficient to visit clients’ homes, community services provider’s sites and public meetings