Part-time Timekeeping Coordinator

Easterseals•Washington, WA

5d•Onsite

About The Position

The Timekeeping Coordinator plays a critical dual role in supporting both the operational integrity and participant participation efforts of Fedcap’s Washington, DC Temporary Assistance for Needy Families (TANF) Workforce Development program. This position ensures the accuracy, compliance, and timely processing of participant documentation of timesheets, paystubs, school verification, etc., while also supporting proactive outreach and engagement strategies to maintain participant compliance and program performance. In addition to core administrative functions, the Timekeeping Coordinator supports outreach and re-engagement efforts by sending non-compliance (personalized follow-up using multiple methods, including phone calls, emails, mail), when a customer’s timesheet is not accurate or flagging participation gaps, supporting documentation of outreach attempts, and coordinating closely with Case Managers to ensure timely follow-up. This position requires exceptional attention to detail, strong data management skills, and the ability to operate with urgency in a performance-driven, compliance-heavy environment.

Requirements

A minimum of a High School diploma or GED is required
One (1) years of experience in business administration or finance
Work experience determined to be acceptable to the agency.

Nice To Haves

Exceptional attention to detail
Strong data management skills
Ability to operate with urgency in a performance-driven, compliance-heavy environment.

Responsibilities

Review all incoming participant timesheets and supporting documentation in the DHS customer “portal” for 200-300 customers weekly to ensure compliance with federal TANF activity regulations, DHS guidelines, and internal program policies.
Identify documentation discrepancies and collaborate with Case Managers and instructors to resolve errors promptly; provide recurring quality trend feedback to program leadership.
Enter timesheets, paystubs and other supporting documentation that complies with funder requirements into FedcapCARES for processing eligible stipends and incentives.
Ensure all participation, compliance, outreach efforts, and employment updates are accurately documented in the Electronic Case Management (ECM) system within 24 hours.
Run FedcapCARES reports daily to identify items needing correction and act on items within 24 business hours.
Continuously evaluate and refine internal documentation and review procedures to strengthen compliance and audit readiness.
Prepare and organize documentation for audits, monitoring visits, and internal quality reviews.
Contact external education provides every Friday in advance of timesheets being received or when a a timesheet needs verified, to verify attendance in the external school.
Contact customer once a timesheet or paystub is approved for processing with DHS and advise them of their expected payout or stipends/incentives and any other missing items towards their monthly or past work participation.
Conduct immediate outreach (within 24 hours) on all timesheets, paystubs and supporting documentation that is submitted with errors or lacks sufficient ability to reach a customer’s work participation requirement (TANF minimum hours).
Actively document all outreach attempts and outcomes in ECM to support compliance and performance tracking.
Share timely updates with Case Managers regarding outreach efforts, engagement status, and participation gaps.
Promote the value of employment and participation, reinforcing program expectations and encouraging re-engagement in required work activities.
Identify barriers to participation—including health, mental health, housing instability, childcare, domestic violence, and transportation challenges—and coordinate with Case Managers to support mitigation strategies.
Serve as a key liaison between Operations, Case Management, Instructors, and Program Leadership to ensure accurate documentation supports program performance and Work Participation Rate (WPR) outcomes.
Support performance management efforts by flagging trends in non-compliance, documentation errors, or participation gaps.
Attend and actively participate in required training, certifications, and team meetings to maintain regulatory and operational knowledge.
Uphold all program policies, confidentiality standards, and ethical guidelines.