Lead Job Coach

Job Description

Job Description:\n\n Position Summary At Trellis LLC, Lead Job Coaches provide one-on-one, individualized support to help people succeed in their jobs. This role is hands-on, working directly at client job sites to teach skills, build confidence, and support long-term employment success. The Lead Job Coach II serves as the operational leader for Trellis Job Coaching and Employment Path (EP) services. This position provides advanced leadership, coordination, and quality assurance to ensure clients receive high-quality employment supports that lead to long-term employment success. The Lead Job Coach II maintains a reduced coaching caseload while providing leadership in Employment Path coordination, scheduling, job coach support, quality assurance, documentation review, and client stabilization following job placement. This position serves as the primary operational liaison between Employment Specialists, Job Coaches, Client Success, Employment Leadership, employers, VR Counselors, Service Coordinators, Personal Agents, families, and client support teams to ensure seamless service delivery and contract compliance. The Lead Job Coach II models Trellis values, demonstrates servant leadership, and promotes a culture of accountability, collaboration, creativity, and Employment First practices.Essential Job FunctionsDirect Client Services Maintain a reduced coaching caseload while modeling exceptional supported employment practices.Provide direct job coaching using systematic instruction, task analysis, positive reinforcement, natural supports, and fading techniques.Support clients during onboarding, orientation, and the initial stabilization period following job placement.Provide coaching coverage during staffing shortages or high-support situations.Ensure client goals outlined in ISP, IPE, or Employment Path plans are addressed and documented appropriately.Maintain positive relationships with employers while promoting client independence.Develop visual supports, training tools, accommodations, and workplace resources that promote client success.Monitor client progress and communicate concerns promptly to client teams.Provide excellent customer service to all stakeholders. This includes communicating with all involved parties, including but not limited to clients, employers, coworkers, VR counselors, service coordinators/personal agentsBe present at coaching sites on time and dressed appropriatelyReceive and update client schedules weekly and as needed following internal processOnce a client is placed, ensure the employer's needs are met by utilizing proper job coaching techniques for job retention, this includes attending new hire orientation, period check-ins with coworkers and supervisors and reviewing the job description to identify in areas to further a clients skills in order for their long-term successConnect with employers to evaluate client job performance, identify areas of improvement and success, implement additional coaching strategies as neededProduce organized, concise, and grammatically correct progress notes and complete report documentation for each client, by end of day on the day the support was providedDemonstrate ability to work within Gmail, iPhone (iMessage), Word, Excel, and comparable applications in Google Drive such as Google Calendar, Google docs and Google SheetsMaintain effective communication by ensuring emails are read and followed-up on daily, review google chat for team communication and attending all staff meetings, trainings and supervisor 1:1'sComplete all mandatory required annual training, as assigned and at least annually to ensure credentials are maintained in order to provide employment servicesCommunicate ideas, feedback and concerns timely to supervisor and/or Trellis team accurately to ensure success, efficiency and complianceCreate, implement and provide tools, guides etc. for clients that are being supported in order for them to better complete job duties and to address common workplace issues when coach is not available and/or on-siteEnsure client ISP and/or VR goals are identified, updated and met as identified in client contractEnsure that the client is receiving enough job coaching on the job to be successful in their position by developing strategies for support, familarizing yourself with the employer and their expectations and continually assessing the client's produuctivity.Proactively communicate any concerns or issues identified at the workplace with Trellis and client support team to maintain client job stabilityEmployment Path (EP) Program Management Serve as the primary coordinator of Employment Path services by: Managing the day-to-day operation of the Employment Path program.Coordinating Employment Path referrals.Scheduling all Employment Path services.Assigning Employment Path clients based on staff availability, strengths, geographic location, and client needs.Monitoring Employment Path authorizations and utilization.Ensuring contracted hours are fulfilled appropriately.Reviewing client progress to ensure Employment Path activities remain goal-driven and outcome-focused.Identifying barriers to employment progression and developing action plans.Ensuring Employment Path documentation meets VR, ODDS, OARS, and Trellis requirements.Monitoring Employment Path outcomes and recommending program improvements.Assist job coaches in scheduling EPC services, as needed, and ensure that EPC hours are being fulfilled and billed per the service contractInitial Placement & Client Stabilization Coordinate the transition of newly employed clients from Employment Specialist services into Job Coaching services.Ensure coaching coverage is available for orientation, onboarding, and initial job training.Support Employment Specialists during the first weeks of employment to maximize successful retention.Coordinate initial coaching schedules to ensure employers receive timely support.Monitor newly placed clients until employment stability has been achieved before transitioning to maintenance coaching.Assist with developing stabilization plans for clients experiencing employment challenges.Collaborate with Employment Specialists regarding fading plans and long-term support strategies.Job Coach Scheduling & Operations Coordinate weekly Job Coach schedules.Coordinate Employment Path schedules.Ensure adequate staffing coverage for all scheduled services.Coordinate schedule adjustments due to vacations, illness, emergencies, or client needs.Balance staff workloads while maximizing billable hours.Monitor administrative time and identify opportunities to increase productivity.Ensure coaching schedules align with service authorizations and employer needs.Maintain scheduling systems and communicate schedule updates promptly.Monitor maintenance clients stability and hours to ensure adequate support is being provided and that job stability is maintainedStaff Leadership & Coaching The Lead Job Coach II provides leadership through Trellis' PALS Framework, promoting a culture of continuous learning, accountability, and employee development.PALS Leadership Expectations Partner Build collaborative relationships with Job Coaches, Employment Specialists, employers, and client teams.Foster teamwork and shared problem solving.Encourage open communication and mutual respect. Advocate Advocate for client success while balancing employer expectations and contractual requirements.Support staff in navigating complex employment situations.Promote Employment First values and person-centered practices. Lead Model professionalism, accountability, and ethical decision making.Demonstrate positive leadership behaviors that reflect Trellis values.Mentor new Job Coaches and support ongoing staff development.Provide coaching, retraining, and field guidance as needed. Support Provide ongoing feedback that promotes staff growth and client success.Assist Job Coaches in resolving workplace challenges.Celebrate successes while addressing performance concerns promptly and professionally.Additional Leadership Responsibilities Assist with onboarding new Job Coaches.Conduct field observations and coaching visits.Provide constructive feedback.Identify additional training needs.Support implementation of new procedures and workflows.Serve as a subject matter expert for Employment Path services.Client Team Communication Serve as the primary Employment Path contact for client teams.Maintain regular communication with Employment Specialists, Job Coaches, employers, VR Counselors, Service Coordinators, Personal Agents, and family members.Attend client meetings as requested.Coordinate communication regarding client progress, barriers, and employment stability.Escalate concerns to leadership when appropriate.Promote collaborative decision making across support teams.Attend all meetings and trainings as scheduled including a weekly 1:1 with Client Success Manager and monthly 1:1 with Employment Supervisor and Employment DirectorQuality Assurance & Compliance Review Job Coach documentation for quality, accuracy, compliance, and billability.Monitor documentation timelines.Conduct routine quality assurance reviews.Complete a minimum of four quality assurance field observations/site visits each month.Ensure Action Plans, Risk Supports, and client records remain current.Monitor Employment Path utilization and compliance.Assist leadership with documentation audits.Ensure compliance with VR, ODDS, OARS, Workday Supported Employment Core Competencies, and Trellis policies.Assist Client Success Manager to review progress notes weekly and follow up on any issues or concerns that were identifiedHelp maintain client Action Plans and Risks supports and help to facilitate updates as neededConduct 4 rotating “surprise” site visits a month to ensure coaches are meeting job expectations and to provide any observations or feedback that could provide more client success and/or satisfactionOperational Leadership Recommend workflow improvements that increase efficiency and client outcomes.Assist leadership with implementation of new procedures.Develop coaching tools, templates, and resources.Monitor Employment Path utilization and Job Coaching productivity.Assist with client transfers from VR to Long-Term Supports.Participate in interviews and onboarding activities.Assist leadership with special projects as assigned.Maintain confidentiality and uphold HIPAA and agency standards.Faciliate and manage client transfers from VR services to Long-term Services with client team and Client Success Manager to ensure stability and contract complianceRequired Knowledge, Skills & Abilities Strong understanding of Supported Employment best practices.Advanced knowledge of Employment Path services.Knowledge of VR, ODDS, OARS, and Employment First principles.Ability to coordinate multiple schedules simultaneously.Strong organizational and time management skills.Excellent written and verbal communication.Ability to mentor, coach, and provide constructive feedback.Strong conflict resolution and problem-solving skills.Ability to prioritize competing responsibilities.Ability to work independently while collaborating effectively with leadership.Ability to maintain accurate documentation and billing compliance.Proficiency with Google Workspace, Gmail, Google Calendar, Google Docs, Google Sheets, Microsoft Office, iPhone, and electronic documentation systems.Independent, reliable, and capable of managing a schedule with minimal supervisionKnowledge of VR and ODDS contracts and specific requirements for each serviceFamilar with OARS and compliance requirements for both Job Coaching and Employment Path servicesPatient and understanding of each client's specific needs/disabilitiesWork effectively with staff demonstrated by staff outcomes and client successExcellent written and verbal communication skills; English fluencyOrganizational skills and maintaining records in our online database are required. This position requires the completion of administrative reports and maintenance of client recordsAbility to effectively organize calendar and successfully meet various expectations and deadlinesMust be comfortable addressing concerns with performance or expectations with staff and reporting to Trellis leadershipStrong interpersonal and communication skills required, this position requires interfacing with employers, clients, support teams, business partners and Trellis staff and leadership. Must be able to demonstrate professional communication and be comfortable providing feedback and addressing issues timely as they ariseTeam driven and able to work well with direction from both client's supervisors and Company managementMinimum Qualifications Minimum two years of Supported Employment, Employment Specialist, or Job Coaching experience.Minimum one year serving in a lead, mentoring, training, or supervisory capacity preferred.Experience working with individuals experiencing intellectual and developmental disabilities and/or barriers to employment.Valid driver's license.Reliable insured vehicle.Ability to pass an Oregon DHS background check.CPR/First Aid certification (or obtain upon hire).Completion of Workday Supported Employment Core Competencies and required continuing education.At least 2 years of experience with adults who experience barriers to employment, specifically intellectual and developmental disabilities (I/DD); and/or a bachelor's degree in rehabilitation counseling or special education; and/or one year of human services-related experienceEstablished work history (1+ years), preferably in retail, food service, or other customer-facing positionsAbility to pass an ODHS background check (Disqualifying conditions: have a reliable, insured vehicle; the ability to travel throughout the Portland Metro area; and a valid driver's license. Occasionally will transport clients and vehicle must have working safety features such as seatbelts and be free of dirt and debrisThe goal is to provide each client with a level of service that helps them succeed; therefore, evenings and weekends are required depending on your clients needsPreferred Qualifications Bachelor's degree in Rehabilitation Counseling, Special Education, Human Services, Psychology, or related field.Experience coordinating Employment Path services.Experience managing staff schedules.Experience conducting quality assurance reviews.Experience auditing documentation and billing.Experience with OARS.Leadership experience in Supported Employment programs.College coursework with an emphasis on oral and written communication skillsPrevious job coaching or employment specialist experience providing I/DD client services1+ years of supervisory or managment experience (preferred)Contract and Schedule management experienceKnowledge of supported employment processes and procedures within VR and ODDSExperience in public relations an