Specialist, WFD&ES

Company: The Arc Of Union County
Location: Springfield
Posted on: April 2, 2026

Job Description:

Summary: The Arc of Union County Inc. is a leading Community Employment Services provider of Person-Centered Therapeutic services to vulnerable persons and individuals with intellectual and developmental disabilities through Vocational Rehabilitation Services. Under the direction of the Director of Workforce Development and Employment Services (WFD&ES) or their designee, the Specialist, WFD&ES (Workforce Development and Employment Services), is responsible for providing high-level administrative and operational support to the Supported Employment Program. The incumbent is to function as a bridge between agency job seekers and vetted, eligible contracted employers. The essential function of this role is to accurately assess client needs, provide career coaching, and cultivate and maintain strategic employer partnerships. This role directly assists the Director by ensuring timely and sound coordination of services, accurate documentation, and full compliance with agency, state, and federal requirements. The incumbent is to assist assigned staff with preparing correspondence, copying, filing, and distributing reports, and coordinating departmental activities and meetings. As prescribed below, the incumbent will also complete all essential and or special projects as assigned. This role requires knowledge of WFD&ES billing practices and will involve close collaboration with the department to verify the accuracy of monthly billings and payments. The Specialist plays a vital role in maintaining program integrity and supporting leadership functions and service delivery for individuals, and is responsible for providing necessary direction, guidance, and care to service recipients. The Employment Services Unit assists service recipients in obtaining and maintaining community-integrated employment by training individuals in specific job functions in a person-centered environment. This unit coordinates and facilitates job development, job advocacy, job matching, job readiness, placement, information literacy training, social skills training, on-the-job training, support to maintain employment, and orchestrates Follow-Along services for individuals served by The Arc of Union County. This unit provides support and supervision to service recipients in community-integrated and agency-supported employment settings. The specialist, WFD&ES, promotes a safe, secure, and dependable environment that supports and sustains a higher quality of life for program participants. The incumbent has a skilled eye and the ability to understand and consider the unique characteristics and needs of each individual, as expressed by the individual and by others who know the person, such as family, friends, and service providers. The incumbent is responsible for maintaining a positive, stimulating, therapeutic environment for service recipients and employees. This position requires completion of DDD System Mandatory Training Bundle within 90 days of hire, DDD and Agency Orientations, other designated training courses and a minimum of 12 Hours of Professional Development completed annually. This exempt position reports to the Director of WFD&ES, scheduled from 8:00 AM to 4:00 PM. The incumbent’s role in working with the Director WFD&ES’s files is of vital importance and requires focus, undivided attention, confidentiality, and “unshakable ethics.” The incumbent’s work as a support function to the Director WFD&ES may, on numerous occasions, result in incidental contact with the Director’s work and, at times, with confidential and sensitive business information. As a result, as the Director’s assistant, you’re prohibited from breaching or covertly socializing with peers or other management or non-management staff within the agency any confidential business information. Any f orm of violation of this provision, as mentioned herein, will result in disciplinary actions up to and including termination. This position requires that information related to service recipients, employees, program operations, and the agency be handled, channeled, managed, and delivered professionally to the appropriate personnel or parties, consistent with agency and department policy. Any misuse, mismanagement, etc. of information obtained, accessed, discussed, or provided to the position may result in removal from managerial role or position capacity. Qualifications: A minimum of an associate degree in business management or a related field, or completion of an administrative assistant program. At least two years of administrative experience in a fast-paced environment, supporting more than one senior-level manager. Exceptional organizational skills and the ability to efficiently manage multiple tasks simultaneously. Understands DDD, DVR documentation standards, and audit preparation protocols. Proficient computer skills, strong interpersonal skills, and excellent oral and written communication abilities are core to this role. The ability to exercise professional judgement and industry expertise to complete assignments in a timely, independent manner is required. Skills and Competencies: The incumbent must possess strong analytical reasoning and problem-solving skills and be flexible in adapting to environmental changes to effectively support our service recipients and program operations. The ability to multitask and complete assignments efficiently and independently is essential. This position requires professional representation of both the program and the agency, and the incumbent will provide administrative support to other areas of the agency as assigned. Ability to work effectively with multidisciplinary teams, offering proactive support and solutions. Major Position Responsibilities: Maintain accurate, organized, and up-to-date participant records, including intake forms, service authorizations, Individual Service Plans (ISP) documentation, and progress notes. Track job coaching, Electronic Visit Verification (EVV) scheduling, hours, and service utilization for each participant. Timely review and monitor the accuracy of service delivery data, billing documentation, and compliance deadlines using agency-approved systems. Prepare and submit reports, correspondence, and internal communications with professionalism and accuracy. Timely schedule and conduct initial intake appointments. Follow-up, an essential function of this process, is critical for success. Coordinate weekly compliance meetings, progress updates, and follow-up communications on behalf of the Director. Have an eye for detail to monitor deadlines, deliverables, and staff accountability measures as directed. Compile, organize, and interpret metrics, data, and documentation monthly for strategic planning, grant reporting, and agency reporting. Assist in the preparation for audits, site visits, and quality assurance reviews. Participate in all mandatory, required, and recommended training programs and hours, ensuring completion of agency certification requirements as well as those of any related external agencies, including Vocational Training, webinars, local, and state-level training pertaining to Supported Employment. To also be available as needed to participate in quarterly training provided by the CRP Unit of DVRS. Maintain the confidentiality of any and all information obtained through the responsibilities of the position. Timely and responsibly perform Service Recipients intake to obtain necessary and required information to initiate the workforce development and employment services process. Plan and coordinate with other referral sources for services the individual may need to work successfully. Enter all relevant documentation, including specific data of completed units of work by service recipients, into records as directed. Facilitate events and essential daily activities and reporting into Therap, the agency’s Electronic Data Management system. Complete all required documentation and administrative assignments in accordance with the standards of the Agency and any governmental or accrediting agency requirements/CARF. This includes, but is not limited to, individuals’ attendance records, tracking sheets, and other duties as assigned. Complete all required documentation and assignments as directed in accordance with the Agency, DVR, CARF, and the Division of Developmental Disabilities standards. Follow the assigned schedule and agency clock-in/out procedures. Maintain regular, reliable, and non-disruptive attendance is an essential job duty. Lack of adherence to the assigned work schedule, abrupt call-outs, patterned absences, and similar issues undermine the agency’s obligation to provide consistent staffing and safe care and create hardship for the program's smooth operation. Professionally communicate and effectively interact with service recipients, families, management, co-workers, support staff, and others. Complete all required documentation relative to vehicle or transportation services. Attend required staff meetings as directed. Communicate timely, effectively, and professionally with management, co-workers, service recipients, families, guardians, support coordinators, case managers, and others as necessary. At all times, ensure timely, thorough, and effective communications regarding program and employee operations to all appropriate parties, including but not limited to program staff, supervisor, director, and/or executive designee. Initiate “on call” procedures with respect to arising incidents, including 911 emergency calls, life-threatening incidents, and/or operational breakdowns, etc., and complete Unusual Incident Reports (UIR) in a timely manner consistent with agency policy and state law. Responsible for reporting to the immediate Supervisor or through the chain of command any suspected incidents of abuse, neglect, or exploitation of service recipients and completing Unusual Incident Reports (UIR) in a timely manner consistent with agency policy and state law. Perform all duties in a manner that reflects the methods, values, and guiding principles of the Human Services field. Adhere to all profession-specific and position-specific standards, including maintaining appropriate attire and consistently modeling professionalism for staff, service recipients, and all individuals served. Employees of Arc of Union County, Inc. are strictly prohibited from acting as Support Coordinators for any service recipient receiving services at Arc of Union County. Downloading, copying, transferring, and transmitting of agency documents to personal accounts, and/or distribution externally is prohibited. The agency uses various IT systems to detect these activities. Must fully cooperate with all investigations, inspections, etc. internally and externally including full cooperation with the Department of Human Services, the Division of Developmental Disabilities, Office of Licensing, Licensee or any other duly authorized person regarding the care and service given to individuals served by this Agency. Employees who may encounter individuals served shall be subject to and are required to fully comply with the requirements for random drug testing for controlled dangerous substances. Criminal history record background checks will be conducted at least once every two years for agency’s employees. Any employee who is required to undergo a criminal history record background check and refuses to consent to, or cooperate in, the securing of a criminal history record background check shall be immediately removed from the person’s position and the person's employment shall be terminated. The Arc of Union County, Inc. is contracted with the New Jersey Department of Human Services to provide and facilitate essential personal care and health promotion services to individuals with disabilities and other comorbid conditions. As an essential employee, you are required to adhere to your assigned operations work schedule and/or as directed by upper management. ADA Expectations This position requires an employee to perform duties in an indoor and or outside setting where exposure to weather elements, dirt, dust, unpleasant smells, and/or loud noises are possible, including occasional temperature fluctuations depending on the climate/season/weather. Reasonable accommodation may be made to enable employees to perform the essential functions. Physical Demands : The physical demands for this position must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee may be regularly required to maintain a stationary position (standing and sitting), move/traverse, kneel, bend, reach with hands and arms for extended periods of time, twist, carry, lift up to 35 pounds, squat and drive a 6-person passenger van, may require operating manual devices such as hydraulic lifts, wheelchair lifts, vehicle doors, etc. for the purpose of transporting service recipients. Agility with wrist and finger dexterity to access, key and sort electronic information or file documents, ability to view computer and/or electronic device for extended period and other physical duties as directed by your supervisor and/or Director. Ability to apply Agency Training Crisis Management Verbal and Physical Techniques during a crisis consistent with criteria as trained and in accordance with agency policies and procedure. The essential Cognitive Functions of this position may include ability to analyze, compute, hear and repeat information, take notes, read documents, generate written information, independently problem solve, tolerate interruptions, maintain positive public relations, organize, verbally communicate and converse with a diverse group of people among others. The Arc of Union County will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to The Arc of Union County. The Arc of Union County is an Equal Opportunity Employer . All qualified applicants receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin or protected veteran status and will not be discriminated against due to a disability. Work Environment – The agency offers safety trainings such as Universal Precautions/Infectious diseases, COVID-19 Education and Safety Practices among others to promote a safe environment for all employees and service recipients including visitors. Personal Protective Equipment and necessary supplies such as disinfectants are supplied to all employees free or charge. Each employee is responsible to complete offered trainings and implement the health and safety protocols and mitigation practices consistently. Participates in all required training programs and hours and meets all certification requirements of the agency and any related external agency requirements. Report to work as scheduled and immediately begin assignment duties. Communicates in a positive, constructive and professional manner with all supervisors, administrators, peers, co-workers and others. Employee voices opinions and differences in a professional manner and develops cooperative and productive relationships with other department staff at all levels. Has the ability to remain calm in any crisis situation, de-escalates crisis effectively; identifies potential crisis situation & attempts to prevent them. Must maintain confidentiality of information gained through position responsibilities. The agency may assign employees to any duties and to any work site it deems necessary in its sole discretion. I have received this job description. I have read it and understand all the requirements and responsibilities contained herein. I further understand that this is not a comprehensive listing of all tasks which may be assigned, and The Arc of Union County has the right to amend this job description as necessary to meet the organization’s needs. I understand that failure to comply with this job description and/or subsequent changes will result in my removal as an employee. ______________________________________ ________________ Employee Signature Date _____________________________________ Employee Full Name

Keywords: The Arc Of Union County, New Rochelle , Specialist, WFD&ES, Administration, Clerical , Springfield, New York