Program Manager

The Arc Gateway Inc; Pensacola (FL); On-site; USD 20,000 - 29,000; Full time

Job summary

The Arc Gateway Inc. in Pensacola is seeking a capable Operations Supervisor to oversee Community-Based Employment and Armstrong programs.

You will supervise staff, ensure services meet contractual goals, and provide administrative guidance to managers, supervisors, and staff. Responsibilities include case management oversight, payroll processing, reporting, supply management, confidentiality, and professional representation.

Qualifications

• Must pass Level 2 fingerprint background check.
• Must pass a drug screen.
• Must be 21+ with valid driver's license, insurance, and a satisfactory driving record.
• Maintain punctual attendance and reliable work schedule.

Responsibilities

• Supervision and support of program staff to ensure quality services.
• Contract compliance with agency and partners.
• Emergency coverage for Director and staff, including 24/7 availability as needed.
• Deliver case management oversight for CBE and Armstrong clients.
• Collaborate to monitor ISPs, complete IIPs and annual reports.
• Maintain client and staff relations through consistent communication.
• Support Person-Centered Planning for clients on semi-annual plans.
• Oversee payroll, monthly billing, and payroll documentation.
• Administer petty cash, deposits, and receipts; manage supplies.
• Distribute paychecks bi-weekly and represent the agency professionally.
• Provide leadership support and assist Program Director as needed.

Skills

Background check clearance

Drug screening

Driver's license

Punctual attendance

Education

Bachelor’s degree or 2 years admin experience

Tools

Windows

Word

Excel

Job description

Description

COMPANY OVERVIEW:

Since 1954, The Arc Gateway has been dedicated to enriching the lives of individuals with intellectual and developmental disabilities. As a trusted non-profit organization serving the greater Pensacola area, we offer life-enhancing programs that empower those we support to pursue their dreams and reach their full potential. Our mission is rooted in celebrating abilities, fostering independence, and creating meaningful opportunities for every individual we serve.

SUMMARY:

To oversee and support the operations of Community-Based Employment and Armstrong programs by providing effective supervision, case management, and administrative guidance to managers, supervisors, and staff. Ensure that all participants receive appropriate and timely services, while maintaining compliance with programmatic goals and contractual business obligations.

KEY RESPONSIBILITES:

Additional duties may be assigned as needed.

• Supervision & Support Provide leadership, training, and resources to ensure program participants receive appropriate and effective services.
• Contract Compliance Ensure all agency and business partner contractual standards and obligations are consistently met.
• Emergency Coverage Serve as emergency back-up for the Director and staff, including 24/7 availability via agency phone to ensure continuity of services.
• Case Management Deliver case management services to Community-Based Employment (CBE) and Armstrong clients by collaborating with Program Managers, Supervisors, and Support Coordinators to monitor ISPs, maintain documentation, and complete IIPs, Quarterly, and Annual Reports.
• Client & Staff Relations Foster strong relationships through consistent communication in person.
• Person-Centered Planning Support the Professional Services Specialist in organizing and completing semi-annual Person-Centered Plans for clients.
• Reporting & Payroll Manage bi-weekly client payroll, monthly APD billing, work hours tracking, and submission of monthly contractual reports.
• Financial Handling Administer petty cash and deposits, distribute authorized funds, collect receipts, complete required documentation, and ensure timely deposits to administration.
• Paycheck Distribution Deliver client paychecks to designated locations on a bi-weekly basis.
• Supply Management Maintain inventory and oversee ordering of housekeeping and office supplies.
• Confidentiality Uphold strict confidentiality for all program, agency, employee, and participant information.
• Professional Representation Represent the agency with professionalism in interactions with staff, clients, families, external partners, and visitors.
• Leadership Support Assist the Program Director and perform other related duties as assigned to support program operations.

SUPERVISORY RESPONSIBILITIES:

This role oversees department supervisors, and program assistants within the CBE program and the Armstrong initiative, ensuring effective leadership and operational consistency.

Requirements

QUALIFICATIONS:

• Must be able to pass Level 2 fingerprint background check, https://info.flclearinghouse.com, Dept. of Children and Families abuse registry check, and local law enforcement check, Affidavit of Good Moral Character.
• Must pass a drug screen
• Must be 21 years of age, have valid driver's license, a good driving record and proof of vehicle insurance and registration with a satisfactory Motor Vehicle Report.
• Maintain punctual attendance and report to work on time for all scheduled shifts.

EDUCATION and/or EXPERIENCE:

• Bachelor’s Degree from a 4 year university or college or at least 2 years of experience with administrative duties.
• Management experience a plus.
• Strong computer skills preferred.
• Case management experience helpful.

LANGUAGE SKILLS:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information one on one and in small group situations such as customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

REASONING ABILITY:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Successful completion of Core Competencies, Zero Tolerance, HIV, and HIPAA, CPR/First Aid, and any other required training. (This training is provided by the agency).

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel, talk or hear. The employee frequently is required to walk, sit, and reach with hands and arms. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required for this job include close vision, distance vision, peripheral vision and depth perception.

WORK ENVIRONMENT:

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.

SPECIAL SKILLS OR ABILITIES:

Typing speed of 45 wpm, excellent communication skills, ability to work with frequent disruptions and flexibility with work schedule. Also need excellent people, computer (Windows, Word, Excel), and telephone skills along with good organizational skills and the ability to prioritize work.

Salary:

Salary: $ 18.00 per hour

Status

Status: Non-exempt/Hourly

Working Hours

Working Hours: Monday – Friday 7:00am – 3:00pm - 40 hours