Program Leadership and Service Delivery

• Manage the implementation, daily operation, and evaluation of WorkFirst Community Jobs and Community Works, including case management, employment assistance, work-based learning, career development, worksite placement, and related participant supports.
• Translate funding requirements and program guidance into clear workflows, staff expectations, documentation standards, and service practices.
• Monitor participant progress, service quality, enrollments, placements, retention, exits, and other program outcomes; identify concerns and implement corrective action when needed.
• Provide direct participant support or coverage when necessary to maintain timely and responsive services.
• Maintain and update program procedures, templates, tracking tools, participant communications, and other program materials.
• Gather and provide program statistics, narrative updates, and other information requested by leadership, funders, and partners. 

Staff Leadership

• Recruit, recommend for hire, onboard, train, supervise, coach, and evaluate program staff, interns, and volunteers.
• Set clear performance expectations and provide regular guidance on participant engagement, case documentation, data quality, timekeeping, confidentiality, compliance, and service delivery.
• Review staff workloads and program coverage and adjust assignments to support participant needs, contract deliverables, and timely completion of work.
• Promote teamwork, accountability, open communication, and coordination across the WorkFirst team and with other YWCA programs.

 

Referrals Participant Records and Data Quality

• Oversee new referrals and coordinate with DSHS regarding assigned components, TANF status, family composition, demographics, employment, FLSA hours, participation requirements, and special circumstances.
• Ensure timely and accurate tracking of referrals, first contacts, Community Services Offices, Individual Development Plans, enrollments, worksites, stacked activities, attendance, monthly updates, participant payroll, two-generation case notes, and exits.
• Conduct regular participant file reviews and monitor eJAS entries, case notes, pay documentation, support services, confidential records, and required forms for completeness, accuracy, and timeliness.
• Create and maintain practical tracking systems that identify missing or inconsistent information and guide staff follow-up.
• Protect participant confidentiality and ensure records are maintained in accordance with YWCA policy, contracts, and applicable regulations.

 

Participant Payroll and Onboarding

• Review participant timesheets for required signatures, comments, recorded attendance, actual hours worked, approved schedules, holiday and sick time, and consistency with case notes and program records.
• Coordinate timely and accurate participant payroll processing in Paylocity and resolve discrepancies with staff, participants, worksites, Payroll, Finance, and Human Resources.
• Oversee participant employee onboarding requirements, including Paylocity access, I-9 documentation, email or technology setup, required forms, and communication with internal departments.
• Coordinate required background checks, appropriately review results, and support worksite placement decisions consistent with YWCA policy and applicable law.

 

Contract Compliance Billing and Monitoring

• Ensure programs meet contract requirements, documentation standards, service levels, performance outcomes, billing deadlines, and monitoring expectations established by Commerce, DSHS, and other funding sources.
• Review billing documentation and pay points to confirm that required milestones are supported, including Individual Development Plans, enrollments, worksites, monthly updates, stacked activities, attendance, case notes, incentives, payroll, and exits.
• Coordinate with Finance to submit complete and timely billing and resolve questioned costs, missing documentation, or other discrepancies.
• Prepare for and participate in program monitoring, file review, and audit activities; provide requested documentation and lead follow-up or corrective action.
• Submit required monthly and periodic monitoring documentation and adapt systems and practices as funder requirements change.

  

Budget Support Services and Internal Controls

• Develop and manage the annual program budget in partnership with the Director and Finance, monitoring revenue, expenses, participant payroll, support-service expenditures, and service levels against budgeted expectations.
• Maintain effective controls and tracking for participant support services, including transportation assistance, clothing, hygiene items, laptops, incentives, gift cards, emergency requests, and other approved purchases.
• Ensure receipts, participant acknowledgments, approvals, inventories, and other required support-service records are complete and retained.
• Identify financial, operational, and compliance risks and promptly elevate significant concerns to the Director.

 

Partnerships and Worksite Development

• Develop and maintain productive relationships with DSHS, Commerce, referral sources, nonprofit and public-sector worksites, community partners, and other service providers.
• Recruit, assess, and develop worksites that provide meaningful, safe, and appropriate work-based learning opportunities aligned with participant goals.
• Serve as the primary program liaison for worksites, address concerns, clarify expectations, and support successful participant placements.
• Represent YWCA at Local Planning Area meetings and other relevant community, partner, and funder meetings.
• Work closely with YWCA departments, including Human Resources, Finance, Payroll, Information Technology, and other program teams.

 

Organizational Responsibilities

• Ensure staff and program practices align with YWCA policies, safety expectations, confidentiality requirements, and external regulations.
• Contribute to program development, funding proposals, contract renewal activities, and continuous improvement efforts.
• Support communication and outreach that accurately represents the program and YWCA's mission and services.
• Demonstrate a commitment to YWCA's mission of eliminating racism and empowering women and contribute to an inclusive, respectful workplace.
• Perform other related duties as assigned.
 

The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In performing this position, the employee:

• All positions at YWCA Seattle | King | Snohomish are exposed to clients who have experienced or are experiencing trauma in various forms including but not limited to domestic violence, sexual violence, homelessness, unemployment, financial hardship, etc. As a result, staff are at risk of secondary trauma. Employees are encouraged to seek external support and maintain self-care when working indirectly or directly with clients.
• Ability to sit for extended periods while working at a computer.
• Ability to stand, walk, and move between offices or program sites.
• Frequent use of hands and fingers for typing, writing, and operating office equipment.
• Ability to communicate clearly in person, by phone, and via video conferencing.
• Ability to occasionally lift and carry materials weighing up to 20 pounds (e.g., workshop supplies, files, or equipment).
• Ability to travel locally between program sites and community partner locations as needed.
• Ability to facilitate workshops or meetings in classroom or community settings.

*Continuously = Over 80% of the time | Frequently = 20–80% | Occasionally = Under 20%