Program Manager

Basic Functions: Oversee staff and program needs at designated location. Follow the guidelines of all contracts while advocating for the individuals Elmview serves, so they can achieve their identified program goals.

Essential functions

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  Work with CEO to ensure that Vocational Programs are adequately staffed to meet client needs. Make recommendations as to hiring needs. Coordinate Substitute staffing as needed.
• Determine appropriateness of client referrals, ensuring clients are receiving appropriate service and can benefit from services provided. Make recommendations of service change to Administrator when needed.
• Attend annual DDA Plan of Care meetings.
• Coordinate scheduling of needed Person-Centered Plan meetings with CEO.
• Primary contact with community agencies, Families, Guardians, clients, etc., including the Division of Vocational Rehabilitation and DDA Case Managers.
• Cultivate a positive working relationship with Stakeholders, including DDA Case Managers, DVR/DSB Counselors, County Coordinator, Parents/Guardians, Residential Providers, and Client Employers.
• Assist CEO to maintain SetWorks records, including monitoring staff activity records for relevant, quality, and timely case notes, entering Client employer information, and client paystub information.
• Collect monthly client paystubs on time and enter into Setworks.
• Coordinate and implement at least monthly staff meetings to problem solve client services, communicate staffing needs, facilitate needed trainings, and foster a positive team environment. Record meeting minutes and upload onto Elmview’s server.
• Schedule monthly one on one meetings with each staff to review caseload, discuss client hours, review progress towards goals and relevance of action steps.
• Create Client service plans within 60 days of start of service, updating plans every 6 months and as needed with change of circumstances.
• Work with CEO to develop and maintain a tracking system for Annual Employment/Inclusion plans, 6-month Employment/Inclusion plans, DVR reports, and Respite/Community Engagement County reports.
• Monitor Client goals and actions steps for completion and relevance, notifying CEO when goals/action steps have been completed or are no longer relevant, and recommend new goals/action steps.
• Attend monthly provider/vendor meetings.
• Maintain a reduced direct service caseload.
• Maintain digital documentation, scanning documents promptly and storing in appropriate Server folders.
• Complete monthly staff trainings, documenting the training.
• Identify and assign continuing education training to all staff at least twice a year and as needed, tracking and documenting staff completion.
• Complete new client intake and application documentation, following process and timeline of intake process.
• Assign caseloads to appropriate staff, monitoring and making changes as needed.
• Work with HR Director for recruitment and on boarding of new staff as needed and appropriate.
• Train new staff in agency processes and client specific areas.
• Reconcile petty cash monthly and pay out reimbursements to staff once a week.

Supervisory responsibilities

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  Organizing workflow and ensuring that employees understand their duties or delegated tasks.
• Review staff timesheets for accuracy, approve staff timesheets.
• Maintains safe and healthy work environment by establishing and enforcing organization standards and adhering to legal regulations.
• Implements and enforces systems, policies, and procedures.
• Monitoring employee productivity and provide constructive feedback and coaching.
• Work with HR and Program Administrator regarding disciplinary actions/terminations.
• Setting goals for performance and deadlines in ways that comply with company's plans and vision.
• Complete staff performance evaluations at 90 days employment and annually.

Travel required

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  Travel outside of your designated city may be required 2-3 times per month.

Required education and experience

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  High School Diploma/GED
• Proficient in Microsoft Office Suite or related software.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.

Additional eligibility requirements

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  First Aid/CPR card or training within 45 days of hire
• Ability to meet I-9 requirements
• Ability to work with vulnerable adults per applicable WAC or RCW
• Ability to meet insurance requirement established by Elmview’s insurance carrier when driving company-owned vehicles