Data & Administrative Program Specialist

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintains accurate databases using Excel, CaseWorthy, etc.
• Fields incoming calls about Workforce Development and provides information about WVDRS.
• Provides daily communication with WVDRS via phone, email, and face-to-face network building.
• Orient new staff on departmental administrative procedures including workflow, authorizations, documentation specific to their program, et al.
• Amends and distributes internal and external (WVDRS) documents.
• Creates/updates departmental procedural flowcharts as needed.
• Annually assists in updating Workforce Development procedural manual and consumer manual for accreditation (CARF).
• Composes and emails invoice requests to Goodwill’s Finance Department.
• Reconciles invoices to requests and authorizations for accuracy.
• Conducts a monthly analysis of Workforce Development Revenue via Finance spreadsheet, and advises discrepancies to Accounts Receivable/Chief Finance Officer.
• Tracks travel reimbursement authorizations from WVDRS for case managers.
• Prepares data and reports as needed and required by referral agencies, funding sources, and grants. Submit this information to required sources as directed by VP of Workforce Development and/or the CEO.
• Coordinates directives and governmental regulation – must have the ability to find, obtain, consolidate, comprehend, interpret, and implement directives and governmental regulation and their applicable action items to the current operating environment. Respond to changes in the business or compliance/regulatory environment to minimize business impact.
• Conducts intake packet reviews for all case managers and assigns corrective action if needed.
• Reviews hard file creation and assigns corrective action if needed.
• Maintains hard files for accuracy (document management), recommends corrective action as needed.
• Prepares data and reports as needed and required by referral agencies, funding sources, and grants. Submit this information to required sources as directed by VP of Workforce Development and/or the CEO.
• Reporting: Monthly (WVDRS), Quarterly (WVARF), Biannually (NIP), Annually (ASR).
• WVARF Temp Services: biweekly timesheet approval, monthly billing requests.
• Conducts monthly program/caseload reviews with each case manager.
• Provides program updates for monthly Board Reports including gathering/amending success stories.
• Assists with Hire Attire: appointments, phone calls, assists donors, emails as needed.
• Creates table layouts for events on and off premises (Pullman Square). Organizes and assists in event set-up/breakdown and acts as the annual job fair coordinator: vendor registration, field calls, take payments, table assignments, et al.
• Other duties may be assigned.