Vocational/Day Services Assistant Coordinator in Longview, Washington at Life Works

Vocational and Day Services Assistant Coordinator Job Description

Department/Program: Day Programs

FLSA Status: Non-exempt / hourly

Salary Grade: Day Programs – Pay Grade 21

Reports to: Program Coordinator

Supervisory Scope:

• Does not have ongoing direct supervisory authority.
• May provideday-to-dayguidance and task coordination to staff as assigned by the Program Coordinator.
• In the absence of the Program Coordinator, staff may be temporarily directed to the Assistant Program Coordinator for operational continuity; final supervisory authorityremainswith the Program Coordinator or Senior Program Manager.

Prepared/Revised Date: 3/26/2026

About the Position

Job Summary/Profile:

The Vocational and Day Services Assistant Program Coordinator is responsible for supporting the Program Coordinator in the day-to-day coordination and implementation of Vocational and Day Services programs. The role provides operational, administrative, and programmatic support to staff and individuals with disabilities in alignment with person-centered practices, individual service plans, and applicable contractual and regulatory requirements.

This position supports daily program operations, assists with routine and complex problem-solving, and helps ensure continuity of services while operating within established policies, procedures, and delegated authority.

Essential Duties and Responsibilities:

• In a manner consistent with supporting the Life Works mission statement and values,theVocational and Day Services Assistant Program Coordinatorwillbe responsible forthe following:

Program Operations & Scheduling

• Supportsday-to-daystaffing and client scheduling needs, including staffcalloutsandcoverage coordination,in accordance withestablished program procedures.
• Assistswith identifying coverage optionswhen staffing disruptions occur and communicates needs to the Program Coordinator.
• Providesonsiteor field support to staffto help address routine operational issuesas they arise.
• Demonstrates adaptability and effective prioritization in a dynamic service environment.
• Maintains asmall, assignedcaseload of clients, asdeterminedby program needs.

Coverage & Continuity Support

• Provides operational coordination and pointofcontact support in the Program Coordinator’s absence, within establishedprocedures, without assuming supervisory authority orapprovalresponsibility.
• Participatesinon-callrotationas assigned.

Documentation, Plans & Compliance

• Assistswith preparation, maintenance, andtimelycompletionof required client documentation, including Community Inclusion Plans, Employment Plans, assessments, consents, and related records.
• Participates in annual planning meetings,supporting facilitation and documentationin accordance withprogram guidelines.
• Coordinates submission of completed documentationto Case Managers and County partners.
• Maintains organized,accurateclient recordswithin approved systems (binders,Teamsfiles, and electronic records).
• Supports incident reporting timelinesbyassistingstaff withaccuratecompletion and submission of reports; ensures required documents are routed appropriately.
• Assists with CARF‑related surveys and feedback toolsunder Program Coordinator direction.
• Allcompliance relatedtasks performed by the Assistant Program Coordinator are completed under the direction of, and subject to review and approval by, the Program Coordinator or Senior Program Manager.

Intake & Referral Support

• Supports intake and referral processesby preparing materials, coordinating meetings, andassistingwith orientation for new participants and families, under Program Coordinator guidance.
• Assistswith drafting and organizing new client plansusing required templates and established criteria.

Staff Support & Training

• Assistswith onboarding and training coordinationfornew staff, including scheduling requiredtrainingand orientation activities.
• Provides input and observationsregardingstaff performance, training needs, and operational concernsto the Program Coordinator.
• Mayparticipatein interviews or training assignments as requested; does not independently make hiring decisions.
• Supports staff meeting facilitationas assigned.

Billing & Administrative Controls

• Assistswith preparation of client billing documentation when delegated by the Program Coordinator.
• Routes completed materialsto Finance or designated approvers consistent with internal controls.

Communication & Professional Conduct

• Communicates withprogram issues, risks, or client concerns promptlyto the Program Coordinator.
• Responds professionally to client, guardian, or partner inquiries,escalating unresolved concerns with a documented summary.
• Promotes a professional, respectful, and inclusive team environment consistent with Life Works policies and values.
• Maintains confidentialityin allclients, staff, and organizational matters.

Other Responsibilities

• Followsall agency policies and procedures.
• Engages in required training and professional development.
• Performs other related duties as assigned, consistent with the scope of the position and operational needs.

Position requirements

EDUCATION, EXPERIENCE & REQUIREMENTS

• Must be 18 years of age or older.
• High School Diploma or equivalent required.
• Valid driver’s license and a driving record that meets agency policy.
• Successful completion of all required background checks.
• Schedule may include evenings and weekends; position will participate in call rotation.
• Must maintain all training and certifications requirements each year.
• Ability to successfully complete and maintain all required DDA‑mandated training, including but not limited to:

• Client confidentiality
• Client rights
• Incident management and reporting
• Positive behavior support

• Demonstrated ability to:

• Coordinate services and supports in community-based environments
• Provide guidance and oversight to staff
• Complete accurate documentation and reporting
• Communicate effectively with individuals served, families/guardians, staff, and community partners

• Additional Requirements for Roles with Employment and Community Inclusion Services Oversight
• To support agency compliance with DDA Policy 6.13, the agency must ensure at least one qualified staff person meets one of the following pathways. This requirement may be met through a Program Coordinator or other designated supervisory staff and is not required of all employees:
• Two (2) years of experience related to employment & CI services;
• Employment Professional Certificate (Highline College) plus one (1) year of related employment services experience; OR
• Completion of Wise Online Academy (WOA) 200 plus one (1) year of related employment services experience.

REQUIRED COMPETENCIES:

• Interacts effectively with all levels of management and staff
• Behaves in an honest, fair, and ethical manner
• Demonstrates good judgment in sharing "need to know" information
• Communicates respectfully and openly with all staffin a timely manner
• Listens effectively and clarifies information as needed
• Demonstrates the ability to prioritize tasks effectively and adapt positively to a consistently changing environment and unexpected obstacles
• Demonstrates respect, courtesy, and sensitivity in interactions with others
• Provides constructive feedback
• Works effectively both independently and as part of a team
• Collaborates effectively with others to achieve mutual goals
• Capitalizes on team members’ strengths and differences to contribute to program and individual development and effectiveness.
• Makes decisions that are aligned with vision, mission, values, and culture.

technical Skills:

• Knowledge of applicableDDA, County, DVR, and DSB requirements.
• Proficiency withMicrosoft 365 tools(Teams, Outlook, Excel, SharePoint).
• Strong interpersonal, written, and verbal communication skills.
• Knowledge ofpositive behavior support and Right Response principles.

PHYSICAL REQUIREMENTS:

• Works closely with staff, clients, families, and external partners in a dynamic service environment.
• Must have essential physical skills – be able to run, squat, stoop/bend, kneel, climb stairs, be able to lift at least 50 pounds (or ¼ own body weight), push and pull against potential resistance; and be able to implement non-physical and physical interventions and CPR with people supported when needed.
• Must be able to transfer clients who need suchassistance
• Must have adequate vision, reading,writing,and documentation skills and hearing to perform the essential functions of the job.
• Must be able to help, as needed, in safely loading and unloading vehicle passengers andassistindividualstosafety in emergency situations.

CAREER PATHWAYS

• Assistant Program Coordinators who demonstrate strong performance and alignment with organizational competenciesmay be consideredfor future advancement opportunities, including Program Coordinator roles, as available.