Community Development Coordinator Bilingual Preferred #2125

Job Title: Community Development Coordinator Bilingual Preferred

Job Summary:     Process and manage all information related to requests for vendorization of service providers, process courtesy vendorizations, develop and maintain databases, and coordinate timely dissemination of information across agencies. Provides support for tracking of vendor compliance with statutory and regulatory requirements. Reports to the Manager of Resource Development within the Community Development Department (CDD) at Tri-Counties Regional Center (TCRC).

Primary Functions:

• Process and manage all information required to establish new service providers.
  • Utilizes the Department of Developmental Services (DDS) Provider Directory solution to process and track new vendorization requests including courtesy vendorizations
  • Ensures compliance with DDS’s Standardized Vendorization Process, including meeting timelines
  • Send out vendor packet within the mandated Standardized Vendorization Process time limit
  • Tracks dates vendor packets were sent and received
  • Reviews vendor applicant documents and follows up as needed for completeness
  • Assign new vendor numbers and enters service provider information into Sandis and Uniform Fiscal System within 5 days of receipt of completed vendor packet
  • Prepares and sends out payment agreements for service providers not subject to full contracts
  • Develop and deliver new service provider approval letters and distribute them to pertinent agencies within 2 days of approval
  • Creates and maintains electronic vendor files with relevant correspondence and documentation
• Process service provider changes of ownership/business entity type within the DDS Provider Directory
• Updates vendor information in Sandis and vendor file within 5 days of notification of change
• Researches, manages, and maintains the Title 17 Service Code requirement spreadsheet in accordance with statutory, regulatory, policy and procedural changes.
• Function as liaison with DDS on vendoring related
• Researches and presents at regularly scheduled internal meetings (Resource Development/Department of Financial Administration, Service Review Committee and Operations )
• Conducts biennial vendor file reviews in accordance with the TCRC Biennial Vendor File Review Procedure.
• Initiates correspondence to providers regarding updating and submitting information, including, qualifications, certifications, training, updated organizational charts, proof of insurance, and compliance with the Vendor Ownership Disclosure Statement (DS1891) requirements.
• Collect data from the Resource Development (RD) team for reporting purposes.
• Designs and maintains databases to assign new vendor numbers.

• Keeps current with knowledge regarding directives issued by DDS and regulatory changes. Works with third party contractors to track vender insurance and Vendor Ownership Disclosure Statement (DS1891) compliance.
• Keeps current on the Standardized Vendorization Process and Title 17 requirements and provides training RD Office Hours to TCRC staff.
• Develops and updates informational materials related to vendoring to be posted on agency’s intranet and/or external website.

• Work on various special projects as requested by the Director of CDD or RD Manager.

Skill Requirements:

• Proficiency in Word, including merge files; tables; labels; automatic outline formatting; template creation (.dot files) and use
• Proficiency in Excel, including formulas, data sorting, and pivot tables
• Proficiency in Box
• Proficiency in DocuSign
• Understanding of database creation and use to enable high-level functioning in Sandis (data entry and editing, using, and creating queries)
• Windows: document searches, folder, and shortcut creation

• Use of internet to research provider information, relevant legislation, DDS, and other agency websites (e.g., Community Care Licensing, Board of Behavior Analysts, and other licensing agencies)
• Strong detail Checks all work for accuracy and thoroughness
• Excellent research skills including use of internet
• Excellent organizational Must be able to manage multiple projects and tasks
• Excellent analytical and critical thinking skills. Ability to think proactively to minimize problems and identify areas of improvement
• Proficiency in composing and editing business correspondence
• Ability to maintain positive working relationships with internal and external parties
• Excellent grammar, spelling, and punctuation skills
• Coordinate dissemination of information according to time-sensitive schedules
• Excellent oral communications skills
• Sandis proficiency preferred
• Preferred fluency in reading and writing in Spanish

Knowledge:

• TCRC policies and procedures
• Title 17 requirements for vendorization
• Lanterman Act as it applies to service provisions
• Contract experience preferred

Education:

• Bachelor’s Degree with two years’ experience in the regional center system, or in administration, business, or accounting or,
• Associates Degree with five years’ work experience in the regional center system, or in administration, business, or accounting or
• Six or more years of TCRC experience

Additional Requirements:

• Valid California driver license
• Proof of automobile insurance required

Physical Requirements:

Position requires the ability to work independently. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer. This is primarily a sedentary office classification. The position also requires grasping, repetitive hand movement, finger dexterity, and fine coordination in preparing statistical reports and data using a computer keyboard and calculator.

Additionally, the position requires near, far, and color vision in reading correspondence, statistical data, and using the computer. Hearing and speech are required to communicate in person, before groups and over the telephone.

Employees must possess the ability to lift, carry, push, and pull materials and objects necessary to perform job functions. The employee must frequently lift and/or move up to 10 lbs. and infrequently up to 20 lbs. The position requires standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. Work is performed in an office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may encounter upset individuals over the phone and/or in person. Each of these physical tasks is an essential function of the position.