Assistant Program Manager

1. Assists Executive Director by coordinating office personnel, records control, budget controls, and program implementation.

2. Maintains proper training and attendance records of staff and program participants.

3. Assures that all directives and policy decisions of the organization are implemented and practiced.

4. Assures timesheets, attendance records, forms, reports, and data required are maintained. Ensures that data is accurate, complete, legible, and submitted on time.

5. Reviews monthly progress of participants and program implementation and submits findings to Executive Director along with recommendations for improvement.

6. Reviews fiscal and statistical reports monthly. Assists in the development of new businesses. Makes recommendations concerning ways to improve the implementation of all areas of the program. Assists in the preparation of all major reports and proposals.

7. Performs other related duties as assigned by the Executive Director.

ONE STOP PROGRAM COORDINATION:

• Coordinate with the R6 WDB to develop and update Memorandums of Understanding among partner organizations participating in the One Stop System.
• Facilitate integrated partnerships that seamlessly incorporate services for customers served by multiple program partners of the American Job Center.
• In coordination with the R6 WDB: Monitor that partners provide the required access to their programs and activities through the One Stop/AJ Centers and verify partners are participating in the operation of the One Stop/AJ Center consistent with the terms of the MOU, and appropriate regulations.
• Develop and implement operational policies that reflect an integrated system of performance, communication, and case management, and uses technology to achieve integration and expanded service offering.
• Organize and integrate One Stop Center/AJC services by function (rather than by program), through coordinating staff communication, capacity building and training efforts. a. Functional alignment includes having AJC staff who perform similar tasks serve on relevant functional teams. b. Serving all customers seamlessly (including targeted populations) by providing a full range of services consistent with the purpose, scope, and requirements of each program.
• Ensure that One Stop Center staff are trained/cross trained (as appropriate) and equipped with the skills and knowledge needed to increase staff capacity, expertise, and efficiency. Provide superior service to job seekers, including those with disabilities consistent with the requirement of each of the partner programs and the vision of the R6 WDB.
• Facilitate, with the One Stop management team, the development of a written Strategic Plan and standard operating procedures for the One Stop. The plan should outline how the WorkForce WV centers will operate in an integrated, collaborative, and cohesive manner.

RESOURCE MANAGEMENT:

• Create a collaborative work environment for all One Stop partners, linking all of the resources of the R6 WDB within the One Stop System to maximize service delivery to job seeker.
• Coordinate manpower resources from different organizations at the comprehensive center and at access points throughout the region to provide job seekers with the skills and credentials necessary to secure and advance in employment with sustainable wages.
• Provide access and opportunities to job seekers, including individuals with barriers to employment (i.e.: persons with disabilities, English language learners, persons with low level of literacy) to prepare for, obtain, retain, and advance in high-quality jobs and high-demand careers.
• Enable businesses and employers to easily identify and hire skilled workers and access other human resource assistance.
• Ensure that high-quality integrated data inform decisions made by policy makers, employers and job seekers.
• Participate in rigorous evaluations that support continuous improvement of One Stop Centers/Workforce WV/American Job Centers by identifying which strategies work for different populations.

OUTREACH, RECRUITMENT AND MARKETING:

• Coordinate outreach, recruitment and marketing efforts among One Stop partners to adequately inform region’s workforce and businesses of the services available. Outreach and recruitment shall be conducted to attract a sufficient number of eligible individuals to meet R6 WDB contracted performance outcomes.
• Ensure that the outreach, recruitment and marketing are conducted within communities where potentially eligible customers reside and through ongoing coordinated efforts with other community-based organizations.
• Address specifics of planned marketing and outreach activities, including how technology and social media will be used, particularly in the rural counties of the area.

COMMUNICATION/INFORMATION DISSEMINATION:

• Develop, implement, and maintain an internal communication system to link all of the service providers, partners and staff to better deliver services to job seeking customers.
• Develop and maintain standard operating procedures to provide guidance on delivery of service to the staff of the One Stop System.
• Monitor program social networking, social media and websites to provide up to date information on activities/programs in the region for job seekers/business customers, and program partners and staff.

CONTINUOUS IMPROVEMENT:

• Ensure One Stop staff receives appropriate training. Training should ensure that all personnel working with this program shall be capable and qualified to perform the work assigned to them.
• Cross-train One Stop staff with partner information to be able to answer questions for programs/services offered in the One Stop.
• Update and maintain reliable mechanisms to identify administrative and programmatic or other problems as they occur; and when necessary, develop and administer a corrective action plan.

REPORTING:

• Maintain documentation necessary to generate required federal, state, and R6 WDB reports.
• Provide fiscal, staff, customer usage, customer /EO Complaint logs, and other information on daily operations.
• Provide mandatory monthly reports reflecting all partner activities within the One Stop/AJ Center to the R6 WDB. The specific format of the report will be developed jointly by the provider and the R6 WDB.
• Provide reports necessary for agreed upon state mandated measures and negotiated performance measures.

ONE STOP CERTIFICATION:

The Provider will be jointly responsible with the R6 WDB for the certification and continuous evaluation of the One Stop service delivery system.

Qualifications

A Bachelor of Arts degree in public administration, business administration, or related administrative field is preferred. Degree may be substituted by a minimum of six out of the last eight years of administrative experience in education or in the operation of employment and training programs or vocational education. A knowledge of industrial occupations, job classifications, and job requirements is essential, as well as, an understanding of the organization and structure of organized labor. This position is classified as "sedentary work" by the Dictionary of Occupational Titles; therefore, individuals employed in this position must be able to lift a maximum of 10 pounds with or without an accommodation. Must possess the required minimum traits to meet the responsibilities of the position described herein. Due to the nature of the position, which requires extensive statewide travel, the applicant must possess a valid driver's license and must have adequate transportation to perform this job. Adequate transportation is defined as: l) personal ownership of a reliable vehicle, or 2) the leasing of a vehicle. This position may be based in either Fairmont, WV or Morgantown, WV.