Training & Placement Support Specialist

Responsive recruiter

The Training & Placement Support Specialist will support any DePaul Location in Virginia. This hybrid position requires occasional travel to a DePaul office within the region and to other locations as needed.

A Cover Letter & Resume Are Required To Apply

JOB SUMMARY:

The Training & Placement Support Specialist is responsible for maintaining accurate organized and confidential records for Developmental Disabilities staff including sponsored residential group home and day support staff in accordance with state regulations and agency addition this position will assist with data tracking for sponsored residential providers back-up providers and group home personnel. This position supports the Training and Home Finding team by managing documentation related to licensing training background checks home studies and renewals. The Training & Placement Support Specialist utilizes TalentLMS to track and document training completion and the electronic records (eR) system to maintain and update all personnel and provider files. Responsibilities include data entry monitoring compliance and certification deadlines conducting regular file audits preparing reports and assisting with new staff training and re-certification processes. This role ensures that all records are current complete and audit-ready contributing to the agencys overall compliance quality assurance and operational efficiency across all residential service programs.

In addition to record management this role is responsible for assisting with new staff orientation training for all new staff within the Sponsored Residential Group Home and Day Support programs ensuring that all required documentation training and system access are completed on the first day of employment. This person will need to ensure all training materials are provided and completed on the first day of employment and that the orientation certification is uploaded into the electronic record system.

The position does not participate in field-related work. This position is primarily remote with occasional visits to the assigned office for meetings as needed.

SUPERVISION RECEIVED AND EXERCISED:
The Training & Placement Support Specialist reports directly to the Developmental Disabilities Training & Home Finding Manager.

ESSENTIAL FUNCTIONS AND DUTIES:

This list is not an exhaustive & all-inclusive list of job responsibilities. The distribution of time allotted for any function or duty is subject to change with or without notice. Nothing in this job description restricts managements right to assign other responsibilities to this job or reassign them elsewhere at any time.

• Ensure timeliness of deadlines according to applicable policy and procedure and/or licensing or reimbursement regulations.
• Complete required training as needed and assigned.
• Provide feedback on trends patterns or areas of concern identified in specific audits and report to the supervisor accordingly.
• Utilize TalentLMS to set up new staff and Direct Support Professionals (DSPs) assign required training track course completion and monitor compliance with ongoing training requirements.
• Collaborate with training and home finding staff to provide support as needed.
• Ensure all required training is completed for new employees in the Sponsored Residential Group Homes and Day Support programs.
• Maintain accurate organized and confidential records for all staff Sponsored Residential Group Homes and Day Support programs personnel in compliance with state licensing requirements and agency policies.
• Assist with preparing admissions paperwork sending documents for required signatures and tracking completion to ensure timely processing.
• Maintain and update personnel and provider files within the electronic records (eR) system ensuring all documentation is current complete and properly categorized.
• Assist with new staff training and re-certification processes for all new staff within the Sponsored Residential and Group Home programs ensuring all required forms background checks and initial training are completed on the first day of employment.
• Track and monitor staff and provider credential expirations including background checks certifications and annual training requirements.
• Conduct regular file audits and prepare records for licensing compliance and internal quality assurance reviews.
• Assist with the re-certification process for Sponsored Residential Group Homes and Day Support programs by collecting and verifying required documentation.
• Generate and distribute compliance and training reports to supervisors and program directors as needed.
• Collaborate with Training and Home finding teams to ensure smooth communication timely processing of records and adherence to all regulatory standards.
• Maintain confidentiality and ensure secure handling of all electronic and physical records.

KNOWLEDGE SKILLS ABILITIES & OTHER CHARACTERISTICS REQUIRED:

Knowledge skills abilities and other characteristics or KSAOs are attributes needed to perform a job that are demonstrated through qualifying training education and experience. This list is not an exhaustive & all-inclusive list of all KSAOs for this job.

Knowledge of:

• Records administration techniques and procedures
• The structure and content of the English language including the meaning and spelling of words rules of composition and grammar
• Microsoft Office Word Excel PowerPoint Outlook SharePoint Teams and virtual meeting applications such as Zoom Webex Google Meet
• DePauls policies procedures and standard practices and the rules and guidelines established by regulatory and governing agencies such as DBHDS HCBS HSAG DSS and DMAS
• Relevant policies procedures and strategies to promote the safety and protection of people data and property
• Experience with Talent LMS or other learning management systems (LMS) strongly preferred.
• Experience with organized data tracking

Skill/Ability to:

• Strong attention to detail and organizational skills with the ability to manage multiple priorities and meet deadlines.
• Strong interpersonal skills with the ability to collaborate effectively across departments.
• Give full attention to what other people are saying taking time to understand the points being made asking questions as appropriate and not interrupting at inappropriate times
• Verbal and written communication and body language that conveys information ideas or inquiries effectively and concisely that purveys professional composure emotional intelligence thoughtfulness patience and respect amidst change ambiguity and within the daily trajectories of work
• The use of standard office equipment such as telephone calculator printer scanner cellular phone tablet laptop postage machine shredder
• Use logic and reasoning to identify the strengths and weaknesses of alternative solutions conclusions or approaches to problems
• Collecting and analyzing data
• Time management managing multiple priorities and completing assignments on time accurately and with attention to detail
• Work collaboratively within a team environment and build strategic relations with coworkers and management
• Communicate effectively in both oral and written form
• Understand and follow verbal and written instructions and directives from supervisors guidelines and operating procedures that may be maintained or modeled by peers lead staff and mentors
• Operate a personal computer with a general understanding of MS Office Suites virtual meeting software the Internet and department or program-specific software
• Develop objectives evaluate effectiveness and assess needs
• Recognize analyze and problem-solve ambiguous or difficult situations and questions using critical thinking while maintaining professional composure
• Analyze and prepare concise and accurate documents reports and correspondence

Other Characteristics:

• Demonstrate self-awareness ongoing self-evaluation and a commitment to being part of a diverse equitable respectful and inclusive workplace where all people are valued
• Demonstrate professional composure in difficult and stressful situations
• Demonstrate the FIRST (fairness integrity respect safety trust) values in the daily trajectories of work
• Demonstrate professionalism regarding access to sensitive and confidential information related to employees clients and business records with no disclosure to others without needing to know.

MINIMUM REQUIREMENTS TO APPLY:

An associates degree in a human service business data analysis or any other human services field or equivalent level of experience (2 years of experience to qualify for this) with one year of professional experience with the ID/DD population is required. Personal experience may be considered.

WORK ENVIRONMENT:
The work environment characteristics described herein represent those an employee encounters while performing the essential functions of the position. The position does not participate in field-related work. This position is primarily remote with occasional visits to the assigned office for meetings as needed. Work is generally completed regularly during weekdays; however daily work hours will vary. Work is subject to frequent interruptions and noise levels vary based on the work location.

PHYSICAL REQUIREMENTS:

The physical demands described herein are representative of those that an employee in this position must meet with or without reasonable accommodation(s) to perform the essential functions successfully. Physical activities required are finger dexterity necessary to operate equipment used in the position effective communication and seeing or hearing verbal cues. Walking up to one-third of the time sitting at least two-thirds of the time bending/stooping up to one-third of the time lifting/pushing/pulling up to ten pounds and minimal unassisted lifting associated with the job duties are required. When accessing various locations the incumbent must climb stairs and ramps. This position requires driving approximately ten percent of the employees working time to various locations. Public transportation may not be available. Individuals needing reasonable accommodation(s) should speak with their immediate supervisor/hiring manager.

SPECIAL REQUIREMENTS AND QUALIFICATIONS:

The following may be required after a conditional job offer: current DMV driving record with results that comply with insurer guidelines; drug and alcohol screening with satisfactory results stipulated by applicable governing funding or regulatory agencies; documentation of a PPD test chest x-ray or screening from a qualified medical professional indicating the absence of TB; criminal and child protective services background report. The applicant shall not have been convicted of any barrier crime(s) on the criminal background report. The applicant will have no founded disposition of child abuse or neglect as documented by the Child Protective Services background report.

NOTE:

This description provides information on the essential functions of the designated job and the general nature and level of work associated with it. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.

DePaul is an Equal Opportunity Employer and E-Verify Participant.

Flexible work from home options available.

Compensation: $21.29 - $23.29 per hour

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race age religion color gender ethnic or national origin physical or mental disability marital status pregnancy childbirth or a medical condition related to pregnancy or childbirth veteran status sex sexual orientation gender identity gender genetic information political affiliation or any other classification protected by law.

For 40 years DePaul Community Resources has opened doors to hope and belonging for families and individuals across Central and Southwest Virginia. We are not only a nonprofit human services organizationwe are a social impact organization. Every day we work to change the world by improving the lives of children families and individuals with developmental disabilities. With dedicated staff care providers foster and adoptive parents and a host of volunteers advocates and partners it is work that we cannot accomplish alone. Hope and belonging is for all of uswith your help we can make this vision a reality for countless Virginians who cannot imagine it today.

DePaul Community Resources is a nonprofit 501(c)(3) organization.

All applicants shall be afforded equal opportunity in all aspects of employment volunteer opportunities and internships without regard to race age religion color gender ethnic or national origin physical or mental disability marital status pregnancy childbirth or a medical condition related to pregnancy or childbirth veteran status sex sexual orientation gender identity gender genetic information political affiliation or any other classification protected by law. DePaul is an E-Verify employer. The unlawful manufacture sale distribution dispensation possession or use of a controlled substance or marijuana is prohibited in the workplace. Failure to comply will result in dismissal from the property and/or employment.

Required Experience:

IC