Senior Manager, WorkFirst Programs

Why work with YWCA Seattle King Snohomish?   YWCA SKS is the region’s largest non-profit organization with a 120+ year legacy, focused on the needs of women, with programs serving 7,000 people each year. When you work with YWCA, you make a difference.   We’re women and BIPOC-led, family-centered, and supportive of employees. As a full-time YWCA employee (30+ hours), you’ll enjoy a benefits package including medical insurance, generous vacation, holiday, sick leave plans, and an outstanding retirement plan. Put your passion for racial equity and social justice to work – apply today! What You'll Do   YWCA is seeking a thoughtful and experienced leader to guide our WorkFirst Community Jobs and Community Works programs. This is an opportunity to build on a strong program foundation, lead a dedicated team of Employment Specialists, and help shape the program’s next chapter.   Community Jobs and Community Works help parents receiving TANF build recent work experience, strengthen their employment skills, and move toward greater economic stability. Through supported paid and unpaid work experiences, individualized coaching, employment preparation, and connections to community resources, participants receive practical support as they work toward their employment goals.   The Senior Manager provides day-to-day leadership and operational oversight for program services, staff supervision, contract compliance, participant payroll and documentation, fiscal coordination, performance outcomes, worksite partnerships, and continuous improvement. This role is well suited for someone who enjoys supporting and developing staff while also creating clear, reliable systems that keep a complex program running successfully.   Working closely with the Washington State Department of Commerce, DSHS, community partners, worksites, and internal YWCA departments, the Senior Manager ensures participants receive respectful and responsive services while the program fulfills its contractual and community commitments.     LOCATION This position is fully onsite at YWCA’s Opportunity Place location in Seattle’s Belltown neighborhood. Regular in-person presence is essential for leading the team, supporting program operations, and maintaining strong connections with participants and partners. Expectations of your role:

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.

Must have's to be successful:

Bachelor’s degree in a related field or an equivalent combination of relevant experience and education. A degree is not required for candidates with demonstrated relevant expertise.

At least (4) years of experience in workforce development, employment services, TANF or WorkFirst services, or a closely related program area.

At least (2) years of experience supervising staff and providing day-to-day program leadership.

Demonstrated experience managing complex program operations, contracts, compliance requirements, participant records, reporting, budgets, or billing processes.

Strong attention to detail and demonstrated ability to monitor files, reports, payroll or time records, expenditures, and program documentation for accuracy and timely completion.

Ability to interpret detailed program requirements and translate them into practical procedures and staff guidance.

Strong communication, coaching, problem-solving, organizational, and relationship-building skills.

Proficiency with Microsoft Office and the ability to learn databases, case-management systems, payroll platforms, and funder reporting systems.

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