Key Responsibilities and Required Skills for Vocational Placement Assistant

🎯 Role Definition

The Vocational Placement Assistant supports clients, case managers and employers through the entire job placement lifecycle. This role focuses on career assessment, individualized employment planning, job development, interview preparation, employer relationship management, and post-placement follow-up. The ideal candidate balances direct client coaching with proactive employer outreach, data entry and documentation to ensure timely and effective placements for job seekers with diverse barriers to employment.

📈 Career Progression

Typical Career Path

Entry Point From:

Job Coach / Employment Specialist (entry-level)
Administrative Assistant in Career Services or Rehabilitation
Community Outreach Coordinator

Advancement To:

Vocational Placement Coordinator / Senior Employment Specialist
Employer Engagement Manager
Workforce Development Program Manager
Vocational Rehabilitation Counselor

Lateral Moves:

Career Counselor
Job Developer
Case Manager for supportive employment programs

Core Responsibilities

Primary Functions

Conduct comprehensive intake assessments and vocational interviews to identify clients' employment history, transferable skills, barriers to employment, and vocational goals; document findings and recommend appropriate placement paths.
Develop and maintain individualized employment plans (IEPs) for each client, including short-term job search goals, long-term career objectives, reasonable accommodations, and measurable milestones.
Provide one-on-one job readiness coaching covering resume and cover letter writing, application assistance, interview preparation, professional communication, workplace expectations, and soft-skills development.
Proactively identify, research and target local labor market trends and employer needs to match client skill sets with current and projected job opportunities; prepare client job leads and labor market summaries.
Conduct targeted job development and employer outreach via phone, email, in-person visits and networking events; cultivate and maintain relationships with hiring managers, HR professionals and community partners.
Coordinate and schedule client interviews with employers, provide pre- and post-interview coaching, and relay employer feedback to clients and case managers to refine placement strategies.
Facilitate group workshops and training sessions on topics such as resume building, interview techniques, workplace etiquette, job search strategies, and sector-specific orientation.
Assist clients in obtaining necessary documentation and certifications, including identification, background checks, drug screenings, and vocational or safety certificates required by employers.
Monitor client progress through the job search and placement process, update case notes, maintain client records in the agency's case management system (CMS/ATS), and ensure data accuracy for reporting.
Provide short- and long-term follow-up support after placement to ensure job retention, troubleshoot employer or client issues, and coordinate supportive services (transportation, childcare, workplace accommodations) when needed.
Liaise with case managers, vocational counselors, training providers and social service agencies to coordinate services and referrals that address non-vocational barriers to employment.
Negotiate job start dates, wage levels, and reasonable on-the-job supports with employers to facilitate successful hires, including arranging job shadowing, trial work experiences and supported employment placements.
Track placement outcomes and compile placement metrics, conversion rates and timeliness to inform program performance, funding compliance and continuous improvement initiatives.
Maintain knowledge of local workforce programs, state vocational rehabilitation policies, community resources and employer incentive programs (wage subsidies, tax credits, On-the-Job Training) to leverage opportunities for clients.
Conduct employer workplace visits and job site assessments to verify physical and environmental suitability, identify needed accommodations and build trust with hiring supervisors.
Assist with outreach to underserved populations (veterans, individuals with disabilities, justice-involved candidates, youth, long-term unemployed) and adapt placement strategies to meet their specific needs.
Prepare, submit and follow up on employer agreements, memoranda of understanding, and placement contracts to document responsibilities and expectations for both clients and employers.
Coordinate transportation solutions and assess commute feasibility for job leads; help clients access public transit resources, travel training or temporary transportation assistance.
Ensure compliance with confidentiality, HIPAA and organizational recordkeeping standards while maintaining accurate, timely documentation for audits and funder reports.
Support fundraising, grant reporting and grant-funded program compliance by providing accurate placement metrics, client success stories and descriptive narratives required by funders.
Use motivational interviewing and strengths-based coaching to increase client engagement, build resilience and sustain motivation throughout the job search and early employment period.
Maintain a professional presence at job fairs, community events and interagency meetings to expand placement pipelines and attract new employer partners.

Secondary Functions

Maintain and update the program’s applicant tracking system (ATS) / case management database; run routine reports to support supervisors and funders.
Support program intake events, orientation sessions and enrollment processes to ensure timely client onboarding.
Create and distribute employer-facing materials and client employment packets, including job descriptions, accommodation checklists and employer benefit summaries.
Provide ad-hoc data collection and contribute to program evaluation activities tied to placement outcomes and client satisfaction.
Assist supervisors with scheduling, outreach campaigns and recruitment for cohorts or specific training programs.
Identify and propose process improvements to streamline referrals, improve employer follow-up, and reduce time-to-placement.
Support the development of partner MOUs and referral agreements with community-based organizations, vocational training centers and local businesses.
Participate in team meetings, case reviews and professional development sessions to stay current on best practices in supported employment and workforce development.

Required Skills & Competencies

Hard Skills (Technical)

Case management and participant documentation in CMS/ATS platforms (e.g., Salesforce, Apricot, ETO, Efforts to Outcomes).
Resume and cover letter development tailored to employer requirements and applicant tracking systems (ATS-optimized forms).
Job development and employer engagement techniques, including cold outreach, relationship management and employer needs analysis.
Proficiency with Microsoft Office (Word, Excel, Outlook) and virtual meeting platforms (Zoom, Teams) for candidate coaching and employer meetings.
Knowledge of workforce development programs, labor market information, sector strategies and employer incentive programs (On-the-Job Training, wage reimbursement).
Familiarity with vocational assessment tools, transferable skills mapping and interest inventories.
Experience coordinating background checks, pre-employment screenings, drug tests and certification verification processes.
Data entry, basic reporting and KPI tracking for placement metrics, retention rates and referral sources.
Ability to prepare and manage simple contracts, MOUs and placement documentation for employer-paid or subsidized placements.
Understanding of workplace accommodation practices, ADA compliance basics and reasonable accommodation processes.
Experience delivering group workshops, curriculum facilitation and job-readiness training.
Basic case budgeting and referral coordination for supportive services (transportation, childcare, emergency relief).

Soft Skills

Exceptional verbal and written communication skills for client coaching, employer negotiation and interagency collaboration.
Strong interpersonal skills and the ability to build rapport quickly with diverse populations and hiring stakeholders.
Empathy, cultural competency and trauma-informed practice when working with clients with complex barriers to employment.
High level of organization, time management and the ability to prioritize multiple placement cases concurrently.
Problem-solving and critical thinking to adapt job strategies and negotiate creative employment solutions.
Persistent, goal-oriented mindset with resilience in follow-up and employer development activities.
Attention to detail for accurate recordkeeping, eligibility verification and compliance reporting.
Coaching mindset with motivational interviewing skills to support behavior change and sustained employment outcomes.
Team-player orientation and collaborative approach to working with case managers, trainers and community partners.
Professionalism and discretion when handling confidential client information.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent required.

Preferred Education:

Associate’s or Bachelor’s degree in Human Services, Social Work, Rehabilitation Services, Workforce Development, Education, Psychology, or a related field.

Relevant Fields of Study:

Human Services / Social Work
Vocational Rehabilitation / Rehabilitation Counseling
Education / Career Development
Psychology / Counseling
Workforce Development / Public Administration

Experience Requirements

Typical Experience Range: 1–4 years of experience in employment services, job development, case management, workforce programs, vocational rehabilitation, or a community-based nonprofit.

Preferred:

2+ years working in supported employment, vocational placement, job coaching, or employer engagement.
Experience with state vocational rehabilitation programs, employment service funding streams, or federal workforce programs (WIOA) is highly desirable.
Prior exposure to working with populations facing barriers to employment (disabilities, veterans, justice-involved individuals, youth) and coordinating supportive services.