Torchora
Back to Home

Key Responsibilities and Required Skills for Vocational Workforce Assistant

💰 $35,000 - $50,000

Workforce DevelopmentVocational ServicesCareer Services

🎯 Role Definition

The Vocational Workforce Assistant supports workforce development programs by providing direct client services, employer outreach, program coordination, and administrative support to help jobseekers overcome barriers to employment. This role combines case management, career coaching, job placement assistance, and data management to meet individual and program performance goals under local, state, or federally funded employment initiatives (e.g., WIOA, TANF, vocational rehabilitation).

📈 Career Progression

Typical Career Path

Entry Point From:

  • Career Services Intern or Volunteer
  • Job Seeker Program Aide / Intake Clerk
  • Customer Service Representative or Community Outreach Assistant

Advancement To:

  • Workforce Development Specialist / Employment Specialist
  • Vocational Rehabilitation Counselor
  • Program Coordinator or Case Manager
  • Workforce Program Manager

Lateral Moves:

  • Career Coach
  • Job Developer
  • Employer Engagement Specialist

Core Responsibilities

Primary Functions

  • Conduct client intake and eligibility determination for vocational and workforce development programs, including application completion, document verification, and needs assessment in accordance with WIOA/TANF/Vocational Rehabilitation eligibility rules.
  • Develop individualized employment plans (IEPs) and career action plans that identify job goals, training needs, barriers, and measurable steps toward employment, coordinating with clients and supervisors to set realistic timelines and outcomes.
  • Provide one-on-one career counseling and job readiness coaching, including resume and cover letter development, interview preparation, job search strategies, and soft-skills training tailored to each client’s industry goals.
  • Facilitate job readiness workshops and group training sessions on topics such as resume writing, interviewing, workplace etiquette, financial literacy, and career exploration for diverse adult and youth populations.
  • Manage a caseload of participants by tracking progress, documenting services, updating case notes in the Management Information System (MIS/CRM), and ensuring accuracy for audits and performance reporting.
  • Establish and maintain relationships with local employers, training providers, community-based organizations, and educational institutions to create pathways to employment, internships, on-the-job training (OJT), apprenticeships, and hiring opportunities.
  • Coordinate referrals to supportive services (transportation, childcare, mental health, housing) and community resources; follow up to ensure referred services are received and barriers are addressed to support employment success.
  • Screen candidates for appropriate training programs and coordinate enrollment with training vendors and educational partners, including monitoring attendance, progress, and completion rates.
  • Conduct labor market information research and employer outreach to identify job openings, in-demand occupations, wage trends, and transferable skills for client placement and program planning.
  • Assist in job development activities including posting job opportunities, pre-screening applicants, scheduling interviews, and providing employer intake to understand hiring needs and match qualified candidates.
  • Monitor participant program performance and outcomes against grant or contract objectives; prepare and submit regular program reports, outcome metrics, and client success stories to supervisory staff and funding entities.
  • Ensure compliance with program regulations, confidentiality policies (e.g., HIPAA when applicable), and grant requirements by maintaining accurate documentation, timely reporting, and audit-ready participant files.
  • Provide post-placement follow-up and retention services, including employer check-ins, participant coaching, wage verification, and troubleshooting workplace issues during the first 90–180 days after placement.
  • Support transportation and stipend administration, vocational assessments, and skills testing as required, ensuring equitable access to training supports and tracking expenditures within program budgets.
  • Assist with outreach and recruitment campaigns targeting priority populations (e.g., veterans, dislocated workers, youth, people with disabilities), including community presentations, job fairs, and social media engagement.
  • Coordinate and document partner meetings, case conferences, and cross-agency collaboration to create wraparound support plans and streamline services across workforce system partners.
  • Maintain and update digital and paper records, manage case file documentation, process client paperwork, and ensure timely data entry to support service delivery and fiscal reimbursement.
  • Participate in monthly and quarterly performance review meetings, contribute to continuous improvement initiatives, and implement corrective actions to improve client outcomes and program efficiency.
  • Support grant proposal development and program planning by providing operational insights, data on client needs and local labor markets, and recommendations for scalable service models.
  • Train and mentor new staff and volunteers on intake procedures, program policies, case management best practices, and the use of MIS/CRM tools to ensure consistent service quality.
  • Track client training reimbursements, employer wage contributions, and participant stipends; reconcile invoices, maintain purchase records, and work with finance teams to ensure fiscal compliance.
  • Conduct outreach to referral sources (probation, community clinics, community colleges) and maintain a robust referral pipeline to ensure continuous participant flow into workforce programs.
  • Develop and update resource guides, employer directories, and career pathway materials to support staff and clients in identifying high-growth occupations and training opportunities.
  • Lead targeted initiatives that address systemic employment barriers (language access, digital literacy, credential recognition) and document results for program improvement and stakeholder reporting.

Secondary Functions

  • Support ad-hoc program and client data requests, generate participant-level reports, and assist leadership with program analytics to inform strategic decisions.
  • Contribute to the organization's outreach strategy by drafting social media posts, outreach materials, and employer-facing communications that promote program services and success metrics.
  • Participate in local workforce board meetings, community advisory groups, and interagency workgroups to represent program capabilities and advocate for participant needs.
  • Assist with coordinating transportation, childcare bookings, and accommodations for participants attending training or interviews, including liaising with third-party vendors and verifying receipts.
  • Support periodic program audits by compiling documentation, client files, and evidence of compliance; assist supervisors in addressing audit findings and implementing corrective actions.

Required Skills & Competencies

Hard Skills (Technical)

  • Case management and participant intake expertise with demonstrated ability to manage caseloads, develop Individual Employment Plans (IEPs), and maintain detailed case notes in a CRM or MIS.
  • Knowledge of workforce program regulations and funding streams, such as WIOA, TANF, SNAP E&T, Workforce Innovation grants, and local workforce board requirements.
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) including advanced Excel skills for reporting, pivot tables, and basic VLOOKUP functions.
  • Experience using case management software/Management Information Systems (e.g., CalJOBS, AJB, ETO, Efforts to Outcomes, Salesforce, or similar CRM systems) for data entry and performance tracking.
  • Strong data entry, record-keeping, and documentation skills to maintain audit-ready participant files and fiscal records.
  • Familiarity with labor market information tools (e.g., O*NET, BLS, state labor market portals) to identify industry demand, wage data, and career pathways.
  • Basic grant compliance knowledge, including eligibility documentation, participant reporting requirements, and invoice reconciliation.
  • Ability to facilitate workshops and group trainings using adult-learning principles, including curriculum preparation, classroom management, and evaluation.
  • Competency in outreach and employer engagement strategies, including job development, employer intake, and negotiating OJT or apprenticeship agreements.
  • Basic assessment skills including soft-skills screening, interest inventories, transferable skills analysis, and the ability to interpret vocational assessments.

Soft Skills

  • Excellent oral and written communication skills for client counseling, employer outreach, and cross-agency coordination.
  • Strong interpersonal skills with cultural humility and the ability to work sensitively with diverse and vulnerable populations.
  • High level of organization, time management, and prioritization to manage multiple client cases and administrative deadlines simultaneously.
  • Problem-solving mindset and creativity in removing barriers to employment (transportation, childcare, criminal record challenges).
  • Empathy, patience, and motivational interviewing techniques to support behavior change and sustained employment outcomes.
  • Initiative and flexibility to adapt services to changing funding requirements, labor market conditions, and participant needs.
  • Team collaboration skills for working across internal departments, partner agencies, and external stakeholders.
  • Attention to detail and integrity in handling confidential client data and sensitive personal information.
  • Resilience and stress tolerance when working with high-need caseloads and fluctuating service demands.
  • Coaching and mentorship ability to support client skill-building and to provide on-the-job guidance to junior staff or volunteers.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent required; combination of education and relevant work experience accepted.

Preferred Education:

  • Associate’s or Bachelor’s degree in Social Work, Human Services, Workforce Development, Education, Business Administration, Public Administration, or a related field preferred.

Relevant Fields of Study:

  • Workforce Development
  • Social Work / Human Services
  • Vocational Rehabilitation
  • Education, Counseling, or Public Administration

Experience Requirements

Typical Experience Range:

  • 1–3 years of direct experience in workforce development, career services, case management, or employment services for entry-level vocational workforce assistant roles.
  • 3+ years preferred for positions with heavier caseloads, grant management, or specialized populations.

Preferred:

  • Experience working with federal or state-funded employment programs (WIOA, TANF, vocational rehabilitation).
  • Demonstrated employer engagement, job placement success, and experience facilitating workshops and training.
  • Prior experience with MIS/CRM systems, outcome tracking, and preparation of programmatic reports for funders.
Explore More Careers