Vendor Program Specialist

Position Summary

The Vendor Program Specialist serves as a key liaison between the organization and childcare quality vendors and service providers. This dual role supports both the Childcare Services and Childcare Quality programs by ensuring vendor compliance, accurate financial transactions, and seamless communication with internal and external stakeholders. The Specialist conducts site visits, manages vendor agreements and payments, and provides detailed reporting to support program compliance and operational efficiency.

• Conduct introductory visits with new vendors to familiarize them with Workforce Solutions policies, local and state regulations, and contractual obligations.
• Monitor vendors daily to ensure adherence to attendance reporting and other operational requirements.
• Develop, implement, and maintain monitoring tools to support attendance compliance reviews.
• Prepare and issue accurate attendance compliance reports, documenting findings and providing corrective action recommendations based on TWC policies.
• Maintain complete, organized, and accessible attendance compliance records.
• Establish and maintain professional working relationships with internal teams and external vendors.
• Drive up to 50% of the time, or more if needed, for on‑site monitoring and vendor engagement.

• Lead vendor meetings and trainings to ensure understanding of Workforce Solutions policies and procedures.
• Respond to vendor inquiries regarding compliance, agreements, and operational procedures.
• Create and manage purchase orders, ensuring proper signature and approval processes.
• Collect, verify, and process documentation required for vendor payments.
• Monitor, track, and communicate payment status to vendors and internal teams.
• Provide weekly updates on payment status, fund utilization, and vendor reporting.
• Track and report expenditures by funding source on a weekly and monthly basis.
• Maintain accurate records of vendor agreements and financial transactions.
• Support audits and financial reviews with complete and accurate documentation.
• Collaborate with finance, procurement, and program teams to ensure smooth operational efficiency.

• Associate or Bachelor’s degree in Business Administration, Finance, Public Administration, or a related field preferred (or equivalent experience).
• Minimum 2 years of experience in financial operations, vendor management, or program coordination.
• Strong knowledge of payment processing, procurement procedures, and compliance monitoring.
• Proficiency in Microsoft Office Suite, especially Excel and Outlook.
• Excellent organizational, communication, and analytical skills.
• Experience with financial reporting and data tracking systems preferred.