CQI Filing and Auditing Specialist
Kids Grace Child Placing Agency
Pay Rate: $20.00 per hour
Department: Compliance / Continuous Quality Improvement
Reports To: VP of Development Director, Program Director, or assigned Supervisor
Position Summary
Kids Grace Child Placing Agency is seeking a highly organized and detail-oriented CQI Filing and Auditing Specialist to assist with maintaining, auditing, and organizing foster parent files and child files. This position is strictly responsible for ensuring that required documentation is properly filed, complete, current, signed, dated, and maintained in compliance with DFPS Minimum Standards, licensing requirements, contract expectations, and Kids Grace Child Placing Agency policies.
The primary focus is file compliance, documentation tracking, file audits, and maintaining audit-ready foster parent and child records.
The ideal candidate must be dependable, organized, confidential, and able to work with sensitive child and foster parent records. This role requires strong attention to detail, the ability to identify missing or incomplete documentation, and the ability to keep files prepared for internal reviews, DFPS monitoring, licensing inspections, and contract audits.Key Responsibilities
The CQI Auditing and Filing Specialist will assist with reviewing, organizing, tracking, and maintaining agency records to ensure files are complete, accurate, and audit-ready.
Continuous Quality Improvement Auditing
Review foster care and agency records to ensure documentation is complete, accurate, signed, dated, and filed in the correct location.
Conduct routine audits of child files, foster parent files, staff files, contractor files, training files, background check records, medical documentation, incident documentation, placement records, discharge records, and other required agency records.
Use agency-approved CQI audit tools, checklists, and tracking logs to identify missing, expired, incomplete, or incorrect documentation.
Assist with preparing files for internal audits, DFPS monitoring visits, SSCC reviews, licensing inspections, contract reviews, and other compliance-related requests.
Review documentation for compliance with DFPS Minimum Standards, contract requirements, agency policies and procedures, and internal quality assurance expectations.
Track audit findings and report trends, missing documents, repeated documentation issues, and areas of concern to the appropriate supervisor.
Assist with corrective action follow-up by confirming that missing or incomplete items have been corrected and properly filed.
Compliance Responsibilities
Ensure foster parent and child files are maintained according to DFPS Minimum Standards, licensing rules, contract requirements, and Kids Grace Child Placing Agency policies.
Prepare files for internal CQI reviews, licensing inspections, DFPS monitoring visits, SSCC reviews, and contract audits.
Review files regularly to ensure documentation is current and complete.
Maintain compliance tracking logs for foster parent files and child files.
Monitor expiration dates for required documents.
Report file compliance concerns to the assigned supervisor.
Ensure files are complete before audits, reviews, monitoring visits, and inspections.
Maintain strict confidentiality of all child, foster parent, and agency records.
Ensure all records are handled in a professional, secure, and organized manner.
Documentation and Tracking Duties
Maintain accurate audit checklists for each file reviewed.
Maintain missing document logs.
Maintain expiration tracking logs.
Maintain file correction logs.
Update compliance trackers as documents are received and filed.
Ensure all documentation is saved with the correct file name and in the correct location.
Assist with organizing closed files and archived records.
Ensure documents are not filed unless they are complete, signed, dated, and legible.
Communicate missing documentation needs to the appropriate supervisor or designated staff member.
Required Qualifications
High school diploma or GED required.
At least one year of administrative, clerical, filing, auditing, quality assurance, compliance, case management support, or office experience preferred.
Experience in foster care, child placing agency work, social services, behavioral health, healthcare, compliance, or human services preferred.
Strong attention to detail is required.
Ability to organize large amounts of paperwork and electronic records.
Ability to follow written instructions, checklists, procedures, and deadlines.
Ability to maintain confidentiality of child, family, foster parent, staff, and agency information.
Basic computer skills required, including email, scanning, uploading documents, Microsoft Word, Excel, and electronic filing systems.
Must be dependable, punctual, and able to work independently.
Must be able to communicate professionally with staff and leadership.
Preferred Qualifications
Experience with DFPS Minimum Standards, foster care documentation, child placing agency records, SSCC documentation, or compliance audits.
Experience maintaining electronic and paper files.
Experience using spreadsheets to track missing documents, deadlines, and audit findings.
Knowledge of confidentiality requirements and sensitive records.
Strong organizational and time management skills.
Skills and Competencies
Strong attention to detail.
Excellent organization skills.
Ability to identify errors, missing information, and incomplete documentation.
Ability to work with confidential records.
Strong written and verbal communication skills.
Ability to prioritize tasks and meet deadlines.
Ability to work independently and follow through on assigned duties.
Ability to remain professional when requesting corrections or follow-up.
Basic understanding of compliance, auditing, and quality improvement.
Reliable work habits and strong accountability.
Work Expectations
Maintain files in an audit-ready condition.
Complete assigned audits accurately and timely.
Keep all agency information confidential.
Follow agency policies and procedures.
Notify supervisor of any compliance concerns, missing documents, or repeated documentation issues.
Maintain a clean, organized, and professional work area.
Meet assigned deadlines for audits, filing, scanning, uploading, and tracking.
Assist with special projects related to licensing, contract compliance, internal audits, and quality improvement.
Physical and Administrative Requirements
Must be able to sit, stand, file, scan, organize records, and use a computer for extended periods.
Must be able to lift and carry file boxes or binders as needed.
Must be able to maintain focus while reviewing detailed documentation.
Must be able to work in an office environment and handle confidential records securely.
Pay: From $20.00 per hour
Benefits:
- Paid time off
- Wellness program
Work Location: In person
