Community Provider Services Specialist

NECESSARY MATERIALS FOR APPLICATION:

• Letter of Introduction
• Resume (Full Work History)

\-Letters of Recommendation\- Two (2\) current, professional letters (one must be from a current or former direct supervisor and dated within the last 3 years)

Please note: All required documents must be submitted at the time of application. Incomplete applications will not be accepted or reviewed.

Deadline to apply is Tuesday, March 10, 2026, at 4:00pm

Community Provider Services Specialist

Job Description

Reports To: Manager III, Community Provider Services (or designee)

FLSA Status: Non\-Exempt

School Classification: Classified

Pay Schedule: Range 3 $28\.90\-$33\.50

Work Schedule: 12 months

Location: Onsite and Remote Office

Position Summary: Supports community provider services in the approval and compliance process, as well as other duties as assigned by the Manager III, Community Provider Services, to facilitate the operations of the school.

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

• Communicates and troubleshoots with staff as needed
• Supports the mission and vision of the school in all job functions by supporting students, parents and staff

Community Provider Services

• Creates and drafts weekly teacher digest content, submitting it for approval to ensure accuracy and relevance
• Creates and drafts quarterly newsletters
• Monitors and maintains the Community Provider Services portions of the website
• Attends in\-person school events as needed to gather feedback about current Community Providers (CPs) and gain insights into potential new CP additions as per teacher preferences
• Conducts annual evaluations of providers, aiming to recommend the most suitable for vendor scrub initiatives
• Assists Providers in familiarizing themselves with new systems and processes, including invoicing and use of the Vendor Management Portal
• Manages and conducts CP support sessions through virtual appointments.
• Regularly maintains and updates the manual, focusing on enhancing operational procedures and analyzing current processes for potential improvements
• Answers community providers’ questions and calls regarding payment positively and supportively
• 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 17\. 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 supervisor of any issues or discrepancies in community provider inquiries
• Supports the collection and maintenance of fingerprinting processes for the school. 22\. Travels as necessary to support the department.
• Monitors review tool submissions and collaborates with the supervisor to take appropriate action on community feedback

Data Entry and Processing

• 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) and the Vendor Management Portal (VMP)

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 from a two year college degree such as an Associates related to the responsibilities of the position and up to four (4\) years of clerical or secretarial experience preferred

Other Qualifications:

• 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 department 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.

+ Knowledge and experience using Google docs, Google spreadsheets, and other online collaboration tools to send and receive information

• Basic arithmetic calculations with speed and accuracy

Acquired Skills:

• Conflict resolution skills
• 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 7\. 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:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Hearing and speaking to exchange information
• Dexterity of hands and fingers to demonstrate activities
• Seeing to read a variety of materials
• Bending at the waist, kneeling or crouching
• Sitting or standing for extended periods of time
• Lifting objects up to 50 pounds with or without assistance

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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 drive 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 cancer or a record or history of cancer, and genetic characteristics), family or medical leave status, sex (including pregnancy, childbirth, breastfeeding or a related medical condition), genetic information, sexual orientation, political affiliation, military and veteran status, use of cannabis off the job and away from the workplace, or any other consideration made unlawful by federal, state, or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics. Employer’s hiring and employment practices may exclude a candidate from consideration where bona fide occupational qualifications exist.