Community Provider Program Support, Hybrid Full Time

iLEAD California Charters

9d•Hybrid

About The Position

Reporting to the Community Provider Support Coordinator, the Community Provider Support person is responsible for managing the full lifecycle of school vendor relationships, including onboarding, compliance, contract administration, purchasing, invoice processing, and performance monitoring to ensure cost-effective, high-quality services for the school community and flex-based learning programs.

Requirements

A 4 year degree or high school degree with equivalent job experience preferred.
1-3 years experience in a procurement, vendor management, or similar administrative role, preferably in a school district or public sector environment.
Demonstrate proficiency in technology skills with the ability to learn and use online platforms, systems and software.
Understanding of purchasing methods, vendor management, invoicing, and contract administration.
Ability to prioritize, perform tasks with accuracy, be detail-oriented and meet deadlines.
Demonstrate standards of moral character and maintain a professional demeanor to serve as an effective role model for learners.
Possess a strong work ethic and excellent written and verbal communication skills.
Exercise mature judgment in working with confidential information.
Demonstrate excellent communication and interpersonal skills, both verbal and written..
Ability to work independently, and collaborate with other departments.
A strong problem-solver with analytical skills.
Strong math skills for calculating costs and evaluating vendor proposals
Experience in three-way matching system (Receive and Inspect, Investigate and resolve discrepancies, approve and pay invoice.
Fluency in Google Workspace (Gmail, Meet, Chat, Calendar), content creation (Docs, Sheets, Slides, Sites) and storage (Drive)
An adaptable self-starter who is skilled at creating structure
Establish and maintain highly effective working relationships with community providers, and staff and identify opportunities for improvement.
Willingness to be involved on teams and committees to support the school’s mission and vision.
Belief in the iLEAD mission and a willingness to work as a vital part of the iLEAD team to ensure excellence in learning opportunities and contribute to the iLEAD community as a whole.
Understand and apply Steven Covey’s “Seven Habits of Highly Effective People” as well as Schoolwide Learning Outcomes (SLOs).

Responsibilities

Support staff and perform other duties as assigned by directors, leadership, and/or management in accordance with school policies & practices
Work collaboratively with the community provider team to develop systems to manage community providers and support educational facilitators through developing training materials and providing technical support.
General accounting tasks include maintaining digital financial records, performing reconciliations, and reviewing accounts payable and accounts receivable.
Maintain Google spreadsheets and documents with community provider information and other correspondence.
Process a high volume of purchase orders daily, as well as maintain correct data in the school’s Online Purchasing System (OPS).
Work closely with the community providers and third party accounting company to ensure the accurate and timely processing of all invoices.
Work closely with educational facilitators to ensure that orders in OPS are carefully reviewed, completed accurately using outlined procedures, and marked as received.
Serve as the first point of contact for staff inquiries regarding provider issues, ordering discrepancies, and system navigation errors.
Act as the primary liaison between internal staff (educational facilitators/administrators) and external providers.
Check order information on school purchase order documents as well as interpret billing terms and instructions.
Update and verify provider information, negotiated pricing, and product lists within the system to ensure accuracy and policy compliance.
Revise and update open purchase orders as needed per school and provider requirements.
Serve as the primary point of contact for provider inquiries/training and resolve disputes regarding orders, deliveries, and billing discrepancies.
Evaluate the applications of new community providers and help to set up new community providers in OPS and Google databases.
Receive, process, and maintain required documentation for community providers, including W-9 forms, Live Scans, insurance certificates, applications, and related materials.
Assist with annual audit and meeting any other statutory requirements.
Appropriately manage communication directly with community providers regarding orders via email and phone.
Analyze, update, and modify procedures, processes, and instructions to continually improve operations.
Assist with staff training as needed.
Attend meetings and trainings as required.
Be self-directed by taking initiative and responsibility for your work.
Work in a collaborative, team based and innovative environment.
Commit to Excellence by seeking ways to improve and exceed expectations or Commit to excellence by seeking to raise the bar for self and team.
Prioritize the growth and needs of the team, lead by example, and foster a supportive work environment.
High level of personal and professional integrity and trustworthiness.
Approach problems and challenges with a human-centered creative mindset, seeks to understand, develops multiple solutions to find the best answer.
Helps create a positive culture by being committed to diversity, equity, and inclusion promoting ethical behavior and social responsibility within the workplace.
Be authentic, own your strengths and weaknesses, ask for help when needed, be honest and transparent in your communications, working towards common goals that are meaningful to you and the team.
Represent iLEAD and the school in which work in a positive and professional manner in all interactions and communications.
Pursue continuous improvement and maintain professional competence through seeking out opportunities to develop new knowledge skills and perspectives. This includes participation in professional development activities offered and self-selected professional growth activities
Perform other responsibilities as defined by the designated supervisor.
Communicating with others to exchange information. (In Person/Telephone/Computer)
Sedentary work that primarily involves sitting/standing.
Adjusting or moving objects up to 50 pounds in all directions.
When needed to support a school or education program, must have the ability to travel by public transit as well as operate a vehicle for self-transportation purposes between worksites.
Assessing the accuracy, neatness and thoroughness of the work assigned.
May encounter outdoor elements: high (>90)/low (<60) temperatures, precipitation and/or wind.
Ability to work in situations involving the need to make informed and quick decisions.
Ability to supervise/manage workers and delegate as needed in project management situations.
Reading detailed documentation and analyzing data sets.
Writing professionally, both by hand and utilizing computer software.
Speaking in public settings including making public presentations to large and small groups.
Dealing and navigating professionally through high-stress situations.