Vocational Program Coordinator at Redwood Family Care Network

Job Title: Vocational Program Coordinator
Annual Rate: $28.00 - $32.00 hourly
Schedule: M-F from 9:00 AM - 5:00 PM
Job Status: Full time
Location: Everett, WA

Helping You Live Life to the Fullest! SAILS Washington is dedicated to providing quality community-based support services for people of all ages and needs.

SAILS Washington is an innovative leader in delivering person-centered home and community-based services to individuals with intellectual and developmental disabilities. Our Mission is to provide World Class person-centered services, supports and advocacy for individuals in positive and life-enriching environments.

SAILS Washington takes a ZERO tolerance stance on abuse and neglect. Any allegations will be reported to the proper authorities. We are committed to the Health and Safety of the individuals we support. Our employees share a passion for making a positive impact in the lives of others. We are looking for individuals who share our Mission, Vision, and Core Values.

All applicants are subject to a background check. Once a conditional offer is made and a background check has been completed, if SAILS Washington is concerned about a conviction that is directly related to the job, we reserve the right to withdraw the offer of employment.

Benefits we Provide:

• Medical, Vision and Dental Insurance
• Voluntary Short-term and Long-term Disability
• Employee Assistance Program (EAP)
• Company Paid Basic Life Insurance & ADD plus Voluntary Life Insurance
• Accrued Paid Time Off
• Unlimited Peer Referral Program
• On-Demand Pay
• Working Advantage employee discount program
• Health Savings Account (HSA)
• Flexible Savings Account (FSA)
• 401(K)
• Capella University Discount

SAILS Washington is an Affirmative Action/Equal Opportunity Employer with a strong commitment to diversity. We work hard to provide a safe, inclusive environment for our employees and individuals served alike.

JOB SUMMARY

This position is responsible for the daily leadership, management, coordination and documentation of all employment specialists and vocational leads and the services provided to vocational services clients. The Program Manager will ensure the Department of Vocational Services is following the agency philosophy, policies, and procedures, and in accordance with state licensing laws and regulations. Managing and growing the program will be a primary responsibility of the Program Coordinator. This is done by maintaining excellent relationships with government agencies, employment specialists, clients, their staff and/or guardians. The Program Coordinator is responsible for the Department staying in compliance with County Contracts and the accreditation requirements. Communicating with the Vocational Director on a regular basis to keep the Director up to date on program activities and provide reports as required.

PERFORMANCE RESPONSIBILITIES AND STANDARDS

• Delegate directives from the Vocational Director to staff and oversee compliance spreadsheets.
• Approve staff timesheets daily and verify staff hours by cross checking daily timesheets against setworks case notes.
• Monitor staff compliance with 70% daily billable activity.
• Monitor Payroll Reports each month and meet with accounting to review billing.
• Review case notes weekly for county compliance and ensure staff are entering notes within 1 day of service for the client.
• Receive and advise on daily questions from staff regarding Setworks.
• Update new staff of schedule changes, and delete appointments as necessary.
• Coordinate with the recruiting department to advertise open positions.
• Assist the Vocational Director in determining department hiring needs.
• Interview applicants for open positions.
• Will oversee Job Coaches and Job Development Lead.
• In the event the department doesn't have a Job Development Lead, the Program Coordinator will be responsible for overseeing all tasks assigned to the Vocational Lead.
• Upon notice from the recruiter, create a new staff file on drive.
• Coordinate with Job Development Lead, HR, and the training dept for completion of Vocational Services Orientation Checklist and Onboarding Trainings for any new hires.
• Coordinate with Job Development Lead for onboarding, training, and staff support.
• Coordinate with Job Development Lead to train new staff on using the mileage app.
• Coordinate and maintain spreadsheets for company issued equipment and keys.
• Develop ES training.
• Alert ES Staff when plans and intakes are due each month and ensure they are completed and in the client file.
• Order office supplies and ES resources.
• Lead staff training, team meetings, and monthly safety meetings.
• Maintain Training spreadsheet and assign training and monitor staff training folders in Setworks Profile.
• Direct the implementation of any changes to policies and services per the Vocational Director.
• Continual familiarity and monitoring of all IE and CI clients and their status in receiving individualized services.
• Ensure that each client's employment is safe, inclusive, and well supported by staff.
• Responds to grievances/complaints from parents, families, caregivers, or employers.
• Maintain grievance and incident report spreadsheet.
• Assist Vocational Director with disciplinary meetings and paperwork as necessary
• Monitor Monthly staff trainings to ensure completion and updated certificate is in their setworks and HR file
• Understand scope of services and county contract/school to work/DVR procedures.
• Ensure monthly reports are submitted to DVR counselors by 10th of each month.
• Attend all County and County Provider meetings including STW.
• Attend all DVR provider meetings and DVR Quarterly Meetings
• DVR Billing Reports for all DVR services.
• Coordinate with Job Development Lead to ensure completion of RSAS monthly report
• Coordinate with Job Development Lead to ensure completion of 1 month, 2 month, and 3 month training checklists for any new hires and give to HR for file.
• Coordinate with Job Development Leads to ensure the Annual Plan Spreadsheet is up to date and all PCSP's, Annual Intakes, and semi-annual reports are always current.
• Support Vocational Director with monitoring of King and Snohomish County billing spreadsheets for accuracy.
• Ensure compliance with and coordinate all County monitoring and RSAS Accreditation review.
• Partner with the Vocational Director to set goals for growth in management responsibilities.
• Work in the field with clients as needed.
• Other duties as assigned.

QUALIFICATIONS:

• 2 years of previous leadership experience.
• Previous experience working with people with developmental disabilities is preferred.
• Ability to communicate effectively with clients, families, home staff, and administrative staff.
• Demonstrates self-motivation, self-direction, organizational skills, flexibility and meeting deadlines.
• Ability to read, write and communicate in English.
• Proficiency in the use of computers.
• Completes and stays current on all SAILS training, certifications, documents and paperwork.

REQUIREMENTS:

• Valid and Active Washington Driver License
• Must pass a Washington State background check
• First Aid/CPR Certified (within 120 days of employment, training can be provided)
• Blood Borne Pathogen (within 120 days of employment, training can be provided)

ONGOING ELIGIBILITY QUALIFICATIONS:

• Complete and pass the background check screening upon hire and every two years thereafter, or as requested.
• Must have a vehicle with current auto insurance.
• Must have an acceptable driving record per SAILS Washington policy.

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