Vendor Billing Specialist – (Camarillo, CA)

Website R&D Transportation Services, Inc.

Job Title:           Vendor Billing Specialist
Department:   Scheduling
Location:          Camarillo, CA
Reports To:     Resource Development Manager
FLSA Status:   Full-Time, Non – Exempt

Pay Range:     $22.00-$25.00


Since 1991, R&D Transportation Services, Inc. (R&D) has successfully worked with California Regional Centers and school districts to deliver a comprehensive brokerage model that consists of scheduling, billing and contract administration, customer service, and quality assurance for Field Operations. Although not a direct transportation service provider, R&D coordinates with vendors to ensure that they operate safe, reliable, and efficient transportation services for people with developmental and physical disabilities.


R&Ds Transportation Planning Department is the gateway to how we accomplish our organizational mission to promote safe, efficient, reliable, and cost-effective transportation solutions for our customers. This begins with important work that takes place in the area of vendor contract administration, computerized routing and scheduling, and is ultimately reflected in the quality of our billings services. For this reason, the quality of the key performance indicators of this department is held to a high standard of service delivery. Ultimately, the result-driven outcomes are manifested in the strong partnerships that R&D has built with customers over the past 25 years. This position is primarily responsible for processing vendor billing submissions, as well as providing clerical support to the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to the following:

Vendor Billing Administration

Examine and process vendor billing invoices within established timelines to ensure electronic fund transfers satisfy contractual expectations and billing timelines

Collaborate with Schedulers to resolve billing inconsistencies and errors for vendor submissions that exceed the scheduled allowable units

Responsible for working extensively with regional center fiscal department on fiscal year end POS transition,

Create invoices and billing materials that are sent to vendors and Regional Centers

Complete and reconcile Monthly/Adds Deletes reports to monitor that Centers process Purchase of Services (POS) authorizations appropriately

Generate monthly quantitative billing authorization reports

Process and notify vendors of liquidated damages in alignment with vendor contracts

Collect data and track coordination with vendors and customers in the areas of vendor information, monthly report data, quarterly progress report data, cost-savings plans, loophole discovery, vendor billing hours, rate methodologies, data print-outs, reporting formats, procedural applications, consultation, and support.

Research, resolve, and respond to customer questions, complaints and comments as they relate to the department

Responsible for following the most recent DDS guidelines and directives that apply to transportation provider requirements and reimbursement

Providing clear communications to service providers that align with the DDS directives.

Reporting/Special Projects

Prepare and present reports, correspondence, and presentations

Generate accurate billing reports (include routing and ridership figures) that are the product of the work generated by the Scheduling Department

Generate monthly customized billing reports (using Excel) as requested by customers and department manager

Other duties as assigned

Building Partnerships with Customers

Build and maintain positive working relationships with the R&D team, transportation service providers and regional center staff. Resolve and respond to customer needs in a timely manner.

Other related duties may be assigned.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel mostly in the use of a computer keyboard and mouse; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or a move up to 10 pounds. Specific vision abilities required by this job include close vision, and color vision for use of the computer and the color differentiations in the computer routing programs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and physical demands of the position.

Bachelor’s degree (B.S) in finance, accounting or a BA from four-year college or university; minimum five years’ progressively responsible experience in billing administration or related field; or equivalent combination of education and experience. Demonstrated ability in accounting principles, procedures, auditing, accounts payable, and computerized routing/scheduling software a plus.  Excellent written and verbal communication skills, and proficiency with MS Applications, particularly working with advanced Excel are required.

Essential knowledge and abilities:

Accounting theories, principles, and practices

Financial, analytical, statistical, and mathematical methods and procedures

Advanced level of proficiency using  MS Excel

Organized, time management, prioritization ability

Passenger transit system safety culture, operations, and scheduling

Applicable local, state, and federal laws, rules, and regulations; governing transportation policy

Excellent problem solving and critical thinking skills

Ability to read, analyze and interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Ability to respond effectively to the most sensitive inquiries or complaints. 

Excellent numeracy skills that include advanced mathematics, algebra, geometry, statistics, and an ability to interpret bar graphs

Ability to communicate effectively orally and in writing

Interact professionally with various levels of employees and outside representatives

Conduct comprehensive studies and analyses

Computer proficiency in Windows 10 and Microsoft Office 365

Highly proficient in use of Excel spreadsheets for data tabulation and reporting purposes

Experience with Versatrans routing and planning system preferable.  However, experience with other computerized routing and planning programs will be considered.

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