Operations Administrator

What You'll Do:

The Operations Administrator plays a critical dual-role in supporting both the operational integrity and participant engagement 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, milestone billing, stipends, and incentive payments, while also supporting proactive outreach and engagement strategies to maintain participant compliance and program performance.

 Serving as a key bridge between Case Managers, Outreach Specialists, and program leadership, the Operations Administrator reviews all customer timesheets and supporting documentation to ensure adherence to federal activity guidelines, DHS requirements, and internal compliance standards. The role prepares documentation for audits, facilitates preliminary approvals for stipend and incentive disbursements, and tracks invoice billing related to program milestones.

Your Responsibilities Will Include:  

Compliance & Documentation Oversight

• Review all participant timesheets and supporting documentation for 200-300 customers weekly to ensure compliance with federal TANF activity regulations, DHS guidelines, and internal program policies. 100% of timesheets are reviewed within 48 hours of submission.
• Identify documentation discrepancies and collaborate with Case Managers to resolve errors promptly; provide recurring quality trend feedback to program leadership. 
• Documentation is only submitted to the funder when the document complies with standards and is approved by the funder. ≤ 2% documentation error rate identified during internal audits.
• Ensure all participation, compliance, outreach efforts, and employment updates are accurately documented in the Electronic Case Management (ECM) system within 24 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.

Stipend, Incentive & Financial Administration

• Order, distribute, track, and reconcile all participant stipends and incentives in alignment with program policy and funding requirements totaling over $80,000 monthly. 100% stipend and incentive distributions reconciled weekly.
• Prevent ≥ 98% of potential funding disallowances through proactive documentation review and correction before submission.
• Research and resolve outstanding accounts payable discrepancies in a timely manner.
• Assist in preparing monthly funder invoices, ensuring milestone accuracy and documentation alignment.
• Support the Program Director and Director of Finance in developing regular performance reports, financial tracking tools, and ad hoc analyses to monitor trends and support data-driven decision-making.

Outreach & Participant Engagement Support

• Conduct immediate outreach (within 24 hours) to a caseload of 50-80 participants weekly who fail to report to mandatory appointments or services, utilizing phone, email, mail, and home visits as appropriate.
• 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.

Collaboration & Performance Support

• Serve as a key liaison between Operations, Case Management, Outreach, 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.
• 100% audit readiness, with all required documentation accessible and organized upon request.
• Uphold all program policies, confidentiality standards, and ethical guidelines.

 

You're A Great Fit For This Role If You Have: 

• A minimum of two (2) years of post-secondary education at an accredited college or university 
• Two (2) years of experience in business administration or finance
• And/or work experience deemed acceptable by the agency.

 

 Compensation & Benefits

 

•        Compensation: $21.64 - $24.04 per hour
•        Benefits

o   Health insurance (Medical, Dental, Vision)

o   Paid time off (Vacation, Sick, Floating)

o   Retirement plan 403(b)

o   Flexible Spending Account (FSA)

o   Commuter Benefits

o   Life/Accident insurance

o   Short-term Disability Insurance

o   Long-term Disability Insurance

o   Employee Assistance Plan (EAP)

 

Equal Opportunity Employer

 

 

Mission:  Fedcap, Inc. makes high outcome, life-changing, sustainable differences for individuals and families to improve their economic well-being through work.

Fedcap, Inc. offers a wide array of programs and services to help individuals achieve success in education and employment and become self-sufficient adults. Our specific focus areas include case management, work readiness, vocational and employer based training, job placement and post placement supports.

Fedcap, Inc. provides a broad range of services to thousands of individuals across a growing footprint, helping them achieve economic and social well-being. Our team of talented, caring staff are passionate about our work. They are committed to ensuring that every individual served can experience the dignity that comes from a job.

Fedcap, Inc. launched as part of The Fedcap Group in 2018.

Website:  https://fedcapinc.org/