Job Description

Description

Job Summary:

Under the guidance of the Director of Employment Services (DES), the Vocational Services Coordinator (VSC) assists participants and service providers in navigating Employment Services (ES) processes, ensuring compliance with state and federal requirements. The VSC will maintain day-to-day activities within ES and ensure smooth processes while maintaining effective collaboration with team members. The VSC maintains program/project files, manages billing, and supports the department as assigned.

JOB RESPONSIBILITIES:

1. Coordinate daily departmental operations to include greeting visitors, processing intakes, monitoring phone and email messages, establishing accounts/files/enrollments, completing data entry, uploading documents, tracking report schedules, and generating reports as requested.

2. Maintain and ensure organization of department’s database by entering data into system required for billing and monthly reporting.

3. Organize and assign participants to caseloads, which include Work Readiness, Vocational Assessments, Job Development, Job Coaching, etc., via spreadsheet and database software.

4. Receive, process, and enter all Purchase Authorizations (PA) from Louisiana Rehabilitation Services (LRS) into the accounting system for invoicing by DES.

5. Gather monthly reports from ES staff, preparing for DES review before billing and submission including job development reports, job coaching logs, monthly progress reports, and other documents as required by Lighthouse Louisiana, LRS, and the Social Security Administration.

6. Work proactively with ES staff by providing participant referral details during case conferences, to assist in caseload maintenance and staff assignment, in support of participant employment goal achievement.

7. Monitor the ES Department Activity Calendar, ensuring that all activities are appropriately displayed for reference.

8. Collaborate with the DES to develop Standard Operating Procedures (SOPs).

9. Conduct all activities in a positive, professional manner and maintain strong cross-functional relationships.

10. Handle all departmental information as confidential with discretion and accountability.

11. Represent Lighthouse Louisiana with professionalism, embodying its values in all communications.

12. Adhere to all Lighthouse policies and standard operating procedures.

13. Complete other duties as assigned by the Director of Employment Services.

Requirements

1. Education: High School Diploma or GED required. Associate’s degree with two years of related experience preferred.

2. Special Knowledge/Skills: Create and maintain interpersonal relationships with program participants, co-workers/supervisors and other internal department personnel; Demonstrated proficiency in the use of MS Office tools, computer literacy and typing speed of 45+ WPM; Ability to perform duties and manage time autonomously; Strong organizational skills, attention to detail, and the ability to multitask effectively; Effective oral and written communication skills; Ability to maintain confidentiality at all times; Ability to adapt to evolving policies and procedures, with flexibility to adjust responsibilities as needed. Knowledge of database management preferred. The candidate must be able to complete necessary training and acquire certification.

3. Experience: A minimum of two (2) years of experience working in office administration.

4. Supervisory Responsibility: N/A

5. Physical: Ability to perform the duties as required. Have the physical ability to perform tasks requiring bending, lifting, stooping, reaching overhead, and other physically intensive tasks. Ability to stand/sit for prolonged periods while demonstrating or modeling training techniques with adaptation as needed.

6. Personality: Accountable, self-motivated, enthusiastic, confident, dependable, well-organized, flexible, ability to motivate others, personable, well-spoken, patient, punctual, adaptive, creative, confident, and a positive thinker. Able to work both independently and as a team player. Capable of preserving confidential and sensitive information.

7. Work Conditions: Office setting, including offsite locations. Must have a current driver’s license and state minimum vehicle insurance.

8. Work Schedule: 40 hours per week.

9. Background Check, Federal Suitability Clearance, and Drug Test Required: Employment is contingent upon satisfactory results.

This job description does not imply that these are the only duties performed. The incumbent in this position will perform such other tasks as may be required for the effective operation of the Division/Department upon request by the employee’s supervisor.

Accomplishments in these areas of responsibility will be the basis of the employee’s evaluation, continuation of employment and change in compensation.

At Lighthouse Louisiana, we are committed to the principles of equal employment. We comply with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. We are dedicated to the fulfillment of this policy regarding all aspects of employment including, but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay (and other compensation), termination, and all other terms, conditions, and privileges of employment. In addition, we take affirmative actions to recruit, hire, promote and retain veterans.