Department of Corrections (DOC) Program Operations Specialist

Pathways-Vermont-; Burlington (VT); Hybrid; USD 34,000 - 37,000; Full time

Benefits offered by this job

Medical, dental and vision insurance

Long Term Disability/Life Insurance

Paid Time Off (210 hours/year)

9 Paid Holidays Annually

403(b) Retirement Savings Plan

Employee Assistance Program

Longevity Recognition Rewards

Pathways Vermont trainings including I

Job summary

Pathways Vermont is seeking a Program Operations Specialist in Burlington, VT to coordinate between DOC, housing and administrative staff. The role focuses on data tracking, move-ins/outs, reporting in OMS, and ensuring compliant, timely information flow across statewide sites.

Hybrid with mostly remote work and occasional in-person reporting; full-time (35-40 hrs/week). You will collaborate with service teams, monitor outcomes, and support resident transitions while maintaining confidentiality

Qualifications

• Experience with databases, Google Apps, and other computer programs.
• Excellent typing skills and knowledge of office equipment use and maintenance.
• Motivated self-starter and organized.
• Advanced computer literacy and ability to work independently.
• Team-oriented with strong communication and attention to detail.
• Lived experience with homelessness or mental health systems is a plus.

Responsibilities

• Primary administrative liaison for the Department of Corrections reporting and communication.
• Data entry in OMS: quarterly and annual reports; timely referrals.
• Obtain and share client data with service and housing teams before admission.
• Upload monthly notes and documents to OMS; lease violations and notices.
• Coordinate move-ins for DOC participants.
• Share information with Medical and Service teams for community integration.
• Attend monthly meetings and conduct data quality checks.
• Manage move-in kits and DOC spending oversight.
• Process Coordinated Entry applications for DOC participants.
• Ensure PREA trainings are up to date.
• Respond to agency records requests promptly.
• Update Pathways Vermont On Call service coverage.
• Conduct program mailings and annual surveys; process invoices.

Skills

Databases

Google Apps

Typing skills

Office equipment use

Independent worker

Team collaboration

Communication skills

Discretion & confidentiality

Compassionate

Education

Experience with homelessness or mental health systems

Comparable experience preferred

Tools

OMS

Data reporting tools

Job description

Department of Corrections (DOC) Program Operations Specialist

Full Time Burlington, VT, US

3 days ago Requisition ID: 1274

Salary Range: $25.00 To $27.00 Hourly

Department of Corrections (DOC) Program Operations Specialist

The Company: Pathways Vermont provides community-based mental health services and collaborative learning that centers people as the experts of their own lives. We strengthen our communities and the system of care by elevating the voices of lived experience.

Pathways Vermont is committed to a diverse workplace that reflects the communities we serve and is particularly interested in receiving applications from a broad spectrum of people interested in providing supportive social services to Vermonters including people with military experience, individuals with disabilities, and people of color.

The Role: The Program Operations Specialist serves as a key point of coordination between service teams, housing staff, administrative staff, and the Department of Corrections. This position supports consistent and equitable services across our statewide service sites, the seamless integration of new residents into housing, supports move-ins and move-outs, track and monitor data, outcomes, and trends, and works closely with the Department of Corrections to solve problems and create innovative solutions. The Specialist plays a vital role in supporting resident transitions, promoting effective inter and intra-agency communication, and managing multiple perspectives, schedules, and needs.

Available Positions: 1

Location: Hybrid Remote (Statewide service range, mostly remote with in person reporting required occasionally)

Schedule: Full Time (35-40 hours per week)

Location: Statewide service range, mostly remote with in person reporting required occasionally

Supervised by: Data and Reporting Manager

Responsibilities

• Primary administrative liaison for the Department of Corrections reporting and communication, including
• Data entry in OMS: completion of quarterly and annual reports, ensuring referrals are responded to in a timely manner
• Obtaining records: ensuring all necessary client data is amassed and shared with the service and housing teams prior to client admission
• Ensuring monthly notes and other required documents are uploaded to OMS, including lease violations, client notices, etc
• Coordinating move-ins for DOC participants
• Securing and sharing relevant information with Medical and Service teams to support with community integration
• Attend monthly P&P meetings and other program meetings
• Completing quality data checks in foothold, ensuring internal reports completed and reviewed
• Move-in kit ordering and support with oversight of DOC spending
• Complete and monitor Coordinated Entry applications for DOC participants
• Ensuring PREA and program specific trainings are up to date
• Respond to and prepare agency records requests in a timely manner
• Update/test coverage of the Pathways Vermont On Call service for off hours support
• Conduct program and agency mailings and annual surveys as needed
• Program invoice and receipt processing, tracking, organization
• Review of client files upon discharge, ensuring organization and accuracy
• Procuring Death Certificates
• Other duties as assigned

Attendance at the annual All Staff and Programmatic Retreats is an expectation of employment with Pathways Vermont, unless excused by the employee’s manager/HR. Retreats are held on workdays, during normal working hours, and are fully paid.

Qualifications

• Experience with databases, Google Apps, and other computer programs
• Excellent typing skills and knowledge of office equipment use and maintenance
• Motivated self-starter
• Advanced computer literacy
• Responsible, organized, accurate, and efficient
• Able to work independently and as part of a team
• Comparable experience preferred
• Flexible
• Patient, creative, compassionate, and sensitive to co-workers and clients
• Excellent written and verbal communication skills and excellent attention to detail
• Lived experience with homelessness, mental health systems or other life challenges considered an asset
• High level of discretion and confidentiality; engagement with client medical records and agency EHR (electronic health record)

Working Conditions/Physical Demands

Regular work hours will be between 9am-4pm, Monday- Friday

Almost constant operation of a computer and other office machinery.

Regular, repetitive movement of hands and fingers including substantial movements of wrists, hands, and fingers for typing and/or writing, grasping paperwork, using technology equipment and other tasks.

Frequent talking and participation in exchanging ideas through spoken word as well as ability to hear and receive detailed information through oral communication.

Mostly sedentary work in a seated position.

Occasional standing, walking, stooping, kneeling or crouching, reaching with hands and arms and light lifting.

Frequent utilization of close visual acuity and reading from a computer screen, must be able to read information captured in type and free hand form.

Compensation

$25 - $27 per hour

• Medical, dental and vision insurance
• Long Term Disability/Life Insurance
• Paid Time Off (accrual of 210 hours per year to start)
• 9 Paid Holidays Annually
• 403(b) Retirement Savings Plan
• Employee Assistance Program
• Longevity Recognition Rewards
• Access to a wide variety of Pathways facilitated trainings including Intentional Peer Support

It is the policy of Pathways Vermont that all employees and applicants shall receive equal consideration and treatment in employment without regard to race, color, religion, ancestry, national origin, veteran status, age, sex, marital status, sexual orientation, gender identification, or disability.