Title: Career Coach
Specialization: Basic Needs
Work Area/Department: Workforce Development
Reports to: Assistant Director, Workforce Development
Exempt Status: N/A - part time Date Created: 2-15-10
I. Purpose: To provide crisis intervention, goal setting, linkages to community resources, support, and education to adults in Workforce Development programs to ensure continued participation, successful transition to higher education and living wage employment.
II. Essential Responsibilities
A. Providing crisis intervention services to Workforce Development program participants as
needed. This includes:
1. Assessing the situation
2. Making appropriate linkages to community resources to address the crisis
3. Arranging transportation, if needed (may include providing transportation).
B. Assisting a caseload of participants in setting and achieving goals leading to living wage
employment. This includes:
1. Conducting assessments of strengths and barriers
2. Setting goals to address barriers to participation and employment
3. Creating a plan to achieve goals leading to living wage employment and setting goals to achieve incremental steps toward that goal
4. Maintain list of community resources and appropriately linking students to resources
5. Providing crisis intervention services as needed
6. Coordinating and facilitating modules on barriers, behavior change, transitioning to
employment &/or higher education as needed
7. Promoting higher education, employment and wealth building (IDAs, home
ownership, savings accounts, debt reduction)
8. Coordinating service with instructors, business consultants and other Workforce
Development staff to ensure seamless services for participants and prevent duplication
of effort
9. Providing regular job placement and job retention contact and support
10. Tracking goal attainment and timeframes
C. Maintaining an area of specialization. Basic Needs includes:
1. Creating and maintaining a current list of resources for participants
2. Facilitating dialogue with participants on mental health and/or chemical dependency issues and addressing issues quickly to get participants back on track with goals
3. Determining appropriate resources and organizations with specific expertise areas
4. Establishing strong and collaborative working relationships with community agencies
D. Spending time in the classroom as needed to build relationships and observe participant
behavior
E. Assisting with Registration and Orientation sessions
F. Safely and promptly transporting clients to and from Agency in Agency vehicle. This includes:
1. Maintaining control over conduct of passengers in a pleasant and professional manner, including enforcing any vehicle rules;
2. Monitoring proper levels of oil, fuel, tire pressure and coolants, etc. in agency vehicles before transporting clients;
G. Record keeping, cleaning and special events. This includes:
1. Maintaining proper paper and electronic documentation of individual and group
interactions with participants in a manner that meets agency needs, passes audits and
complies with state and federal laws
2. Submitting reports as required by funding sources, Supervisor or Director
3. Cleaning office area and/ or classroom space on a rotating schedule with department staff
4. Assisting in special projects, such as graduation ceremonies, as assigned
H. Spends a minimum of 50% of hours working with or on behalf of clients
III. Other Responsibilities
Attends Agency and community committee meetings as assigned;
Assists in executing special projects (i.e., graduations, research, etc.) as assigned;
Provides supervision and guidance to student interns;
Communicates with, and coordinates Agency services, with other agencies;
Participates in professional development and training;
Performs other duties as assigned.
IV. Skills, Knowledge and Abilities
• Works independently with minimal supervision. Follows instructions given by supervisor. Reports important information to supervisor and asks questions as needed from a variety of sources. Does not regularly interact with supervisor to seek approval, clarification, or additional information after initial assignment is given. Completes assignments and responsibilities on time without being reminded.
• Information Management. Uses technology to manage the exchange of information. Can use applicable computer hardware and software programs, such as Word and Excel. Understand the data collection process and how to retrieve and share this information. Provides timely information in user-friendly formats. Embraces productive new technologies to improve productivity.
• Detail Orientation. Pays close attention to the details of work product in order to eliminate all errors and meet the highest possible standards. Proofreads work to correct any errors before submitting work product.
• Professionalism. Regularly demonstrates a high level of integrity through direct, open, honest and ethical communication with others. Fosters an ethical environment. Assumes personal responsibility. Shows discretion when appropriate or required. Maintains confidentiality of client and agency information.
• Listens. Uses effective listening skills to maintain self-esteem and respond with empathy to the feelings and needs of others, including the use of active listen skills (summarizing, reflecting, not interrupting, etc.) to demonstrate understanding and sensitivity. Pays attention when others speak. Gives cues of interest. Summarizes and paraphrases ideas of others to show active listening.
• Time Management/Multi-tasking. Accomplishes goals through establishing priorities and organizing workload to meet deadlines in a timely fashion. Manages time wisely and to effectively prioritize multiple, competing tasks despite frequent interruptions.
• Maintains a positive attitude while meeting goals even in the face of significant obstacles and uncooperative people. Communicates confidence to others. Is not distracted by negativity. Demonstrates a sense of humor and perspective about setbacks.
• Client Focus. Views the agency’s services through the eyes of agency clients to anticipate and meet client needs. Constantly seeks information and understanding regarding service and market trends in order to satisfy client expectations. Is motivated by client expectations. Solicits client feedback.
• Consistency. Maintains the same high standards for each assignment as the last. Ensures that protocols and standards established during prior assignments and tasks are followed until instructed otherwise. Appearance of work product is predictable based on prior accomplishments. Reviews completed assignments before submitting them to ensure that instructions were followed.
• Community Resources. Able to quickly and accurately assess adult learners’ basic needsâ€â€food, clothing, shelter, childcare, transportation, mental health, physical, chemical dependency, self-esteem. Demonstrates knowledge of community resources and/or ability to quickly acquire such expertise. Maintains resource list to ensure linkages to community resources are made for students as needed.
V. Work Experience and Education
Requires a bachelor’s degree in social work or related field, a valid drivers’ license with no major or DUI offenses in last five years and a LSW, PC, or CCDC II credential. Two years experience working with central city adult job seekers is preferred. Experience working with adult learners with special needs preferred. Requires general knowledge of office equipment and word processing software programs (i.e., Microsoft word, excel, outlook). Also requires Mental Health and Chemical Dependency assessment experience.
Title: GED/ABLE Classroom Aide/Driver
Work Area/Department: Workforce Development
Reports to: GED Supervisor/Instructor
Exempt Status: Non-exempt/Part-time Date Revised: 1/20/2010
I. Purpose: To provide classroom, transportation, and administrative support to the GED/ABLE Program.
II. Essential Responsibilities
A. Assists in classroom. This includes:
1. Serving as an aide to instructor during instructional time;
2. Monitoring students using computer lab for online learning;
3. Tutoring students as assigned;
4. Proctoring standardized tests.
B. Safely and promptly transports clients to and from Agency for training in Agency vehicle. This includes:
1 Maintaining control over conduct of passengers in a pleasant and professional manner, including enforcing any vehicle rules;
2. Monitoring proper levels of oil, fuel, tire pressure and coolants, etc. in agency vehicles before transporting clients;
C. Provides clerical and administrative support for the GED/ ABLE program. This includes:
1. Assisting in the maintenance of student classroom portfolios;
2. Organizing class supplies and helping to keep classroom space conducive to learning;
3. Assisting in special projects, such as graduation ceremonies, as assigned;
4. Making copies;
5. Cleaning office area and/ or classroom space on a rotating schedule with department staff.
III. Other Responsibilities
Perform other duties as assigned;
Attend Agency and community meetings as assigned.
IV. Skills, Knowledge and Abilities
• Works independently with minimal supervision. Follows instructions given by supervisor. Reports important information to supervisor and asks questions as needed from a variety of sources. Does not regularly interact with supervisor to seek approval, clarification, or additional information after initial assignment is given. Completes assignments and responsibilities on time without being reminded.
• Information Management. Uses technology to manage the exchange of information. Can use applicable computer hardware and software programs, such as Word and Excel. Understand the data collection process and how to retrieve and share this information. Provides timely information in user-friendly formats. Embraces productive new technologies to improve productivity.
• Detail Orientation. Pays close attention to the details of work product in order to eliminate all errors and meet the highest possible standards. Proofreads work to correct any errors before submitting work product.
• Professionalism. Regularly demonstrates a high level of integrity through direct, open, honest and ethical communication with others. Fosters an ethical environment. Assumes personal responsibility. Shows discretion when appropriate or required. Maintains confidentiality of client and agency information.
• Listens. Uses effective listening skills to maintain self-esteem and respond with empathy to the feelings and needs of others, including the use of active listen skills (summarizing, reflecting, not interrupting, etc.) to demonstrate understanding and sensitivity. Pays attention when others speak. Gives cues of interest. Summarizes and paraphrases ideas of others to show active listening.
• Time Management/Multi-tasking. Accomplishes goals through establishing priorities and organizing workload to meet deadlines in a timely fashion. Manages time wisely and to effectively prioritize multiple, competing tasks despite frequent interruptions.
• Maintains a positive attitude while meeting goals even in the face of significant obstacles and uncooperative people. Communicates confidence to others. Is not distracted by negativity. Demonstrates a sense of humor and perspective about setbacks.
• Client Focus. Views the agency’s services through the eyes of agency clients to anticipate and meet client needs. Constantly seeks information and understanding regarding service and market trends in order to satisfy client expectations. Is motivated by client expectations. Solicits client feedback.
• Consistency. Maintains the same high standards for each assignment as the last. Ensures that protocols and standards established during prior assignments and tasks are followed until instructed otherwise. Appearance of work product is predictable based on prior accomplishments. Reviews completed assignments before submitting them to ensure that instructions were followed.
V. Work Experience and Education
Requires a high school diploma or equivalent and valid drivers’ license with no major or DUI offenses in last five years. Candidate with experience working with adult learners with special needs is preferred. Requires general knowledge of office equipment and word processing software programs (i.e., Microsoft word, excel, outlook).
Title: Workforce Development Intake and Operations Supervisor
Work Area/Department: Workforce Development
Reports to: Director of Workforce Development
Exempt Status: Exempt Date Revised: 1/21/10
I. Purpose: Manages marketing, outreach and engagement processes and initiatives to ensure a steady pool of potential program participants. Coordinates registration, orientation and eligibility determination to ensure a steady flow of well-suited program participants who meet program eligibility standards. Manages administrative functions to ensure smooth departmental operations. Supervises staff and volunteers to ensure job responsibilities are fulfilled. Effectively interface with and foster a spirit of collaboration among Workforce Development staff and programs.
II. Essential Responsibilities
A. Control all aspects of Workforce Development marketing and recruitment. This includes:
1. Representing Guild at recruitment events;
2. Maintaining updated distribution plan and coordinating distribution;
3. Maintaining up-to-date marketing materials;
4. Returning client calls in a timely manner;
5. Writing professional promotional pieces for newsletters;
6. Coordinating efforts with Guild and partner work in the neighborhood.
B. Oversee and manage registration, orientation and eligibility determination for all Workforce
Development programs. This includes:
1. Scheduling (staff, space, events);
2. Supervising the process and preparation of paperwork;
3. Determining eligibility and managing eligibility determination;
4. Completing TABE online registration and report generation;
5. Evaluating and improving the process.
C. Perform, manage and oversee Workforce Development administrative functions. This
includes:
1. Maintaining Master Department Calendar;
2. Managing Database Implementation and Ongoing Monitoring;
3. Scheduling (rooms, vans, contractors, programs);
4. Compiling and submitting reports to funders, Director, Supervisors, Staff and Partners;
5. Ordering supplies;
6. Tracking and monitoring finances and remaining within budget;
7. Printing participant certificates;
8. Managing special events;
9. Overseeing management of all hard copy participant files (supervising set up, maintenance
and auditing, checking that all necessary paperwork is completed for audit purposes and
ensuring staff follow established data management protocol for the protection of client
confidential information).
D. Supervise administrative, recruitment, registration, data entry and work study staff
1. Making hiring recommendations, orienting, training and evaluating employees;
2. Scheduling and delegating tasks;
3. Conducting weekly or bi-weekly supervision meetings with direct report(s) and
documenting sessions;
4. Authorizing vacation and sick time requests while maintaining quality, timely services;
5. Conducting team meetings.
III. Other Responsibilities
Attends Agency and community committee meetings as assigned;
Assists in executing special projects (i.e., graduations, research, etc.) as assigned;
Communicates with, and coordinates Agency services, with other agencies;
Participates in professional development and training;
Performs other duties as assigned.
IV. Skills, Knowledge and Abilities
• Works independently with minimal supervision. Follows instructions given by supervisor. Reports important information to supervisor and asks questions as needed from a variety of sources. Does not regularly interact with supervisor to seek approval, clarification, or additional information after initial assignment is given. Completes assignments and responsibilities on time without being reminded.
• Multi-Tasking/Time Management. Balances competing demands from various projects and individuals during working hours while maintaining progress on each project and assignment. Progress towards meeting deadlines is not significantly diminished by frequent interruptions or other demands. Prioritizes assignments and responsibilities with knowledge of competing demands. Delegates or seeks assistance as needed.
• Embraces and is sensitive to cross-cultural differences. Accepts and respects cultural differences. Demonstrates the capacity for cultural self-assessment. Is conscious of the dynamics inherent when cultures interact.
• Effective Communication. Speaks clearly and appropriately to the intended audience in both formal and informal settings. Expresses appropriate gestures and non-verbal communication. Remains focused on point at hand during communication. Listens and reacts to questions by other appropriately. Uses effective listening skills to maintain self-esteem and respond with empathy to the feelings and needs of others, including the use of active listen skills (summarizing, reflecting, not interrupting, etc.) to demonstrate understanding and sensitivity. Pays attention when others speak. Gives cues of interest. Summarizes and paraphrases ideas of others to show active listening.
• Information Management. Uses technology to manage the exchange of information. Can use applicable computer hardware and software programs, such as Word and Excel. Understand the data collection process and how to retrieve and share this information. Provides timely information in user-friendly formats. Embraces productive new technologies to improve productivity.
• Composure. Maintains composure and effective performance under stress and/or opposition (such as tight deadlines, unscheduled disruptions or delays, interpersonal conflict or lack of job or task clarity). Demonstrates emotions appropriate to the situation and continues performing steadily and effectively. Shows patience with others. Responds calmly to stressful or trying circumstances.
• Results Orientation. Takes necessary action to achieve or exceed assigned goals. Is dedicated to achieving desired results without compromising the Agency’s values or procedures. Conveys a sense of urgency to make things happen. Respects the need to balance short- and long-term goals. Maintains energy to proceed at pace required to produce results. Values outcomes and desired results. Manages multiple tasks.
• Mastering Change/Adaptability. Is flexible and open to learning new methods and ideas. Embraces change and is willing to modify own behavior and apply new learning when appropriate and necessary to achieve the Agency’s goals. Deals effectively with ambiguity and lack of clear directions. Quickly adapts to new situations. Has a sense of humor.
• Detail Orientation. Pays close attention to the details of work product in order to eliminate all errors and meet the highest possible standards. Reviews work to correct any errors before submitting work product.
• Consistency. Maintains the same high standards for each assignment as the last. Ensures that protocols and standards established during prior assignments and tasks are followed until instructed otherwise. Appearance of work product is predictable based on prior accomplishments. Reviews completed assignments before submitting them to ensure that instructions were followed.
V. Work Experience and Education
Requires a Bachelor’s degree and a valid drivers’ license with ability to be insured (i.e., no major or DUI offenses in prior five years). 2 years of administrative and supervision experience preferred. Must type 60 + words per minute and possess strong attention to detail. Must have excellent leadership, relationship development and problem-solving skills. Requires knowledge of Microsoft word processing and database programs, including Excel, Access, Word, Outlook, and Publisher. Prior experience in workforce development program is preferred. Must be able to work some evenings and weekends.