Vendor Service Coordinator

Golden Gate Regional Center (GGRC); San Francisco (CA); Hybrid; USD 47,618 - 57,141; Full time

Job summary

Golden Gate Regional Center (GGRC) is seeking a Vendor Service Coordinator in the San Francisco area. The hybrid role supports the vendorization process for agencies and individuals to become vendors, coordinating applications, reviews, and compliance with state regulations.

Responsibilities include analyzing rate requests, maintaining vendor data, and guiding GGRC staff on procedures. The position requires strong analytical skills, teamwork, and proficiency with Excel and MS Office tools.

Qualifications

• 2+ years post-secondary education
• Bachelor's Degree or equivalent may be substituted for two years work experience
• 2+ years professional experience in accounting or related field

Responsibilities

• Interpret regulations and analyze documents to ensure compliance with State regulations and Agency policies and practices.
• Review documents and requests from potential vendors to ensure qualifications to perform services and meet requirements.
• Interact with the general public over phone, via email, or in person about GGRC vendorization process.
• Provide direction and guidance to GGRC staff on vendorization procedures and practices.
• Analyze rate requests including comparisons to current market rates, previous vendor rates and budgets, rate setting methodology and projected costs of services.
• Review receipts, invoices, cost estimates, and financial information for accuracy.
• Maintain databases and update vendor and rate information in internal systems.
• Perform electronic filing, filing maintenance, and file purging duties.
• Assist with internal audits and state audits.
• Maintain all client information as confidential per HIPAA and Lanterman Act.

Skills

Analytical skills

Communication

Problem solving

Multicultural environment

Education

Bachelor's degree or equivalent

2+ years post-secondary education

Tools

Excel

MS Word

MS PowerPoint

MS Outlook

Job description

Salary Range: $47,618 - $57,141 Annually

GGRC is currently hiring for a Vendor Service Coordinator. This role coordinates the application and approval process by which agencies and individuals may become vendors of Golden Gate Regional Center in order to provide services to eligible individuals from birth throughout their lives.

This is a hybrid schedule role offering the opportunity to work in the community, from any of our offices located in San Francisco and from the comfort of your own home.

What You’ll Do

Vendor Services

• Interpret regulations and analyze documents to ensure compliance with State regulations and Agency policies and practices.
• Review documents and requests from potential vendors, which may include but not limited to individual served by GGRC, family member, individual service provider, group home, profit and non-profit agencies, and public entities, to ensure qualifications of vendor to perform services and meet requirements.
• Interact with the general public over phone, via email, or in person about GGRC vendorization process.
• Provide direction and guidance to GGRC staff on vendorization procedures and practices.
• Research and provide guidance to other GGRC departments and staff on the appropriate usage of vendor service categories, rates and general ledger accounts.
• Contact and correspond with prospective vendors and State agencies.
• Create, distribute, and process vendor applications.
• Verify background and licensure of potential vendors.
• Analyze rate requests including comparisons to current market rates, previous vendor rates and budgets, rate setting methodology and projected costs of services and present analysis to Supervisor of Vendorization.
• Review receipts, invoices, cost estimates, and financial information for accuracy.
• Review, follow-up, and process Purchase Reimbursement requests with Social Worker, Prospective Vendor, and Management.
• Serve as liaison to other Regional Centers to facilitate Courtesy Vendorization requests.
• Track and monitor Family Cost Participation Program (FCPP) and Annual Family Program Fee (AFPF) for Department of Developmental Services.
• Serve as back-up to process and monitor Vendor Non-Referral request.
• Review, follow-up and process Self-Determination Program (SDP) client specific requests.

Records Maintenance

• Maintain databases (internal database programs and Excel) on regular basis.
• Input and update vendor and rate information on internal databases (including UFS/SANDIS System VSN Tracker, and Excel).according to guidelines.
• Ensure up-to-date and accurate vendor information including periodic review of expiring vendor licenses and contracts.
• Perform electronic filing, filing maintenance, and file purging duties.

Other

• Gather and compile requested information for internal audit and state audits.
• Cross train and work in numerous functions within the department as needed.
• Provide analysis for and compile information for required reports.
• Work successfully within the agency and across departments to maintain high quality services and implement the goals of the regional center.
• Participate in special projects, and assist with additional duties or tasks, as assigned.
• Maintain all client information as confidential in compliance with the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the California Lanterman Act.

Who You Are

• Demonstrated analytical skills with a strong business acumen.
• Familiarity with Social Work/Case Management philosophies and common practices desired.
• Advanced knowledge of Excel ® and intermediate familiarity with MS Word®, MS PowerPoint®, MS Outlook® or similar software applications.
• Ability to operate basic office equipment, including scanners, copiers, faxes, phones.
• Exceptional oral communication skills including the ability to convey complex information and ideas in a clear, concise and professional manner.
• Ability to develop standard business communications, using proper grammar, spelling and punctuation.
• Strong attention to detail with ability to perform mathematical calculations and formulas.
• Proven ability to work under tight deadlines.
• Strong customer service and problem-solving skills.
• Experience in multi-cultural settings and/or multi-lingual capacity

Requirements

• 2+ years post-secondary education
• Bachelor's Degree or equivalent may be substituted for two years work experience
• 2+ years professional experience in accounting or related field

Competency Traits

• Problem Solving
• Initiative
• Ability to prioritize task
• Customer service orientation