Manager's Assistant - Employment Services

Qualifications

Required Qualifications & Certifications

Education & Experience (any one of the following):

• Bachelor’s degree in rehabilitation, psychology, sociology, business, marketing, or related field and one year of documented related experience;

OR

• Associate’s degree in these fields and two years of documented related experience;

OR

• High School diploma/GED and at least three years of documented related experience, including supporting a person with a disability.

• Preferred: Three years providing services to individuals with developmental disabilities; one year of supervisory experience.

Mandatory Certifications (must be earned within the required timeframe):

• ACRE or CESP: within 6 months of hire

• WIP C (Work Incentive Planner): within 12 months of hire

• ODP Certified Investigator (CI): within 12 months of hire

Skills

• Proficiency with Microsoft Outlook, Excel, and Teams.

Logistics Requirements

• Valid PA Driver’s License

• Automobile liability insurance

• Required clearances: Act 33/34 & 151

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Physical & Environmental Requirements

• Ability to travel between various community-based service locations.

• Ability to provide hands on support in community and employment settings.

• Schedule flexibility, including evenings and weekends, as needed to cover service gaps or emergencies.

Specific Requirements

Key Responsibilities

1. Scheduling & Coordination (Non-Billable)

• Lead scheduling for Employment Services, ensuring all shifts are filled with qualified and available staff.

• Independently assign staff to authorized shifts based on skill match, service needs, and availability.

• Maintain accurate, up to date weekly schedules for “who, what, where, and when” of service delivery.

• Coordinate same day emergency coverage for planned and unplanned absences.

• Identify scheduling gaps, resolve routine conflicts, and elevate systemic issues to leadership.

2. Direct Service & Assessments (Billable)

• Provide direct employment and community-based supports to individuals as scheduled.

• Conduct and document community-based work assessments, job trials, and job shadowing (e.g., WEXA).

• Assist individuals with resume development, job applications, and skill building.

• Complete all required documentation accurately and on time to ensure compliant billing.

3. Managerial Support & Compliance

• Collaborate with the Manager, team leads, and case managers to maintain service continuity.

• Review staff assignments to promote balanced workloads and team wide productivity.

• Assist in training staff on scheduling procedures and documentation standards.

• Monitor staff schedules and assignments for productivity and compliance.

• Review ODP and OVR service definitions quarterly to ensure alignment with authorization limits.

Position Purpose and General Summary

Position Title: Manager’s Assistant

Department: Employment Services

Reports To: Employment Services Manager

Status: Full-Time, Non-Exempt

Schedule: Monday–Friday, 8:00 a.m.–4:00 p.m., with some evenings, weekends, and occasional holidays required to ensure service coverage.