Baby TALK (Teaching Activities Learning and Knowledge)
Our Mission
Baby TALK’s mission is to positively impact child development by nurturing healthy parent-child relationships during the critical early years.
Job Summary
The Prevention Initiative Quality, Compliance & Systems Specialist ensures program quality, compliance, data integrity, and operational effectiveness within Baby TALK's Prevention Initiative program. This position serves as the primary resource for documentation systems, reporting processes, compliance tracking, monitoring preparation, and data management.
The Prevention Initiative Quality & Systems Specialist develops and maintains Standard Operating Procedures (SOPs), reviews documentation for completeness and accuracy, monitors data quality, maintains tracking systems, and supports program monitoring activities. This position works collaboratively with staff and leadership to ensure documentation, data collection, and reporting practices align with Prevention Initiative requirements and Baby TALK standards. This position is responsible for creating onboarding systems designing tools or workflows, providing guidance on implementation, and monitoring systems to determine adjustments or improvements. This position makes recommendations to the Director of Family Engagement related to insuring Baby TALK procedures and documentation satisfy the obligations required by law, best practices, and contracts.
While the primary focus of this position is quality assurance, compliance, documentation monitoring, reporting, and systems management, the position may maintain a limited Prevention Initiative caseload, including up to seven families, to support grant requirements, service continuity, and program needs.
Essential Functions
Quality, Compliance & Documentation
- Review, analyze and synthesize participant files, documentation, and records to ensure accuracy, completeness, and compliance with Prevention Initiative requirements.
- Monitor and evaluate documentation related to home visits, Newborn Encounters, Baby TALK Times, Warm Line contacts, outreach activities, and other program services to confirm and address compliance issues.
- Identify and analyze documentation deficiencies, compliance concerns, and process improvement opportunities, and develop/create/adjust processes to improve and/or oversee correction of same
- Assist with preparation for monitoring visits, audits, grant reviews, and compliance activities.
- Identifies trends and/or areas requiring improvement in order to develop process to improve efficiency, compliance, and overall program quality.
- Recommend organization- or system-wide improvements or changes to the Director of Family Engagement.
Systems, Data Management & Reporting
- Serve as the primary resource for Prevention Initiative data systems, reporting tools, tracking systems, and documentation workflows.
- Maintain and oversee data integrity, accuracy, and consistency across required systems, including NewOrg, ChildPlus, SIS, and other agency-approved databases.
- Compile, analyze, and maintain program data and generate reports, dashboards, and monitor documents to ensure compliance.
- Monitor and address reporting requirements and ensure timely completion of required reports.
- Identify and assess data discrepancies and recommend corrective actions and process improvements to the Director of Family Engagement.
Monitoring, SOP Development & Process Improvement
- Maintain compliance tracking systems, monitoring files, reporting calendars, and documentation archives.
- Develop and maintain Standard Operating Procedures (SOPs), forms, templates, workflows, and reference materials.
- Evaluate processes and recommend improvements that enhance efficiency, consistency, compliance, and data quality.
- Support ongoing monitoring readiness and implementation of documentation standards.
Technical Assistance & Program Support
- Provide technical assistance related to documentation requirements, reporting processes, data systems, and established procedures.
- Serve as an internal resource regarding and oversee documentation standards, compliance expectations, monitoring requirements, and data management practices.
- Collaborate with staff and leadership to facilitate and improve documentation quality, reporting accuracy, and system effectiveness.
Family Support Services
- Maintain a limited Prevention Initiative caseload of up to seven families as required by grant requirements and program needs.
- Complete enrollment, home visits, documentation, referrals, goal planning, and family support services in accordance with Prevention Initiative requirements and Baby TALK standards.
- Maintain accurate participant records and ensure required documentation is completed within established timelines.
Requirements
Education and Job Requirements
- Bachelor’s degree in Early Childhood Education, Social Work, Human Services, Family Services, Public Administration, Business Administration, Data Analytics, Organizational Leadership, or a related field.
- Minimum of three (3) years of experience in early childhood programs, family support services, program administration, quality assurance, compliance, data management, or related fields preferred.
- Demonstrated ability to analyze information, identify discrepancies, and maintain accurate records.
- Strong organizational, analytical, and problem-solving skills.
- Excellent written and verbal communication skills.
- Ability to develop written procedures, forms, and process documentation.
- Ability to maintain confidentiality and exercise sound judgment.
Other Job Requirements
- Demonstrated knowledge of ISBE Prevention Initiative systems or willingness to learn.
- Experience with New Org, SIS, Child Plus, or similar data management systems preferred.
- Experience conducting file reviews, documentation monitoring, compliance reviews, or quality assurance activities preferred.
- Demonstrated ability to work cooperatively with supervisors, peers, and community partners.
- Effective organizational, time management, and project management skills.
- Ability to travel occasionally.
- Ability to pass agency-sponsored physical examination.
- This position is an authorized driver and must possess a valid driver's license, reliable transportation, a good driving record, and automobile insurance coverage.
- THIS IS A MANDATED REPORTER POSITION.
- Must have the ability to operate computers and possess knowledge of Microsoft Office and other data management software.
- Must perform duties with moderate direction given, operating from established procedures and instructions while exercising independent judgment within agency guidelines.
Physical Requirements of the Job
- Ability to sit, stand, walk, bend, reach, and use office equipment throughout the workday.
- Ability to operate a computer, telephone, copier, and other office equipment.
- Ability to lift and carry materials weighing up to 25 pounds.
- Ability to travel throughout the service area.
- Ability to attend meetings, training, and monitoring activities at various locations.
Job Conditions
Work is performed in office, community, educational, healthcare, and public settings. Regular travel throughout the service area is required. There may be frequent interruptions, occasional evening or weekend work, and extended periods of concentration while reviewing documentation, analyzing data, and preparing reports. This position may include a designated work-from-home day in accordance with agency policy.
Mental Requirements of the Job
Continual interaction with co-workers, community partners, and program staff to provide information and support. Must possess strong planning, organizational, analytical, and problem-solving skills. Frequently face deadlines requiring attention to detail and accuracy. Must be able to gather, review, organize, and interpret data and documentation. Requires the ability to manage multiple priorities, adapt to changing demands, and maintain confidentiality. Must be able to handle frequent interruptions while maintaining accuracy and productivity.
Accountability
The Prevention Initiative Quality & Systems Specialist is directly accountable to the Director of Family Engagement. Performance will be evaluated based on the responsibilities outlined in this description, including documentation quality, data integrity, reporting accuracy, monitoring support, SOP development, responsiveness to program needs, and collaboration with staff and leadership.
Pay: $52,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Vision insurance
Application Question(s):
- Have you developed written procedures, policies, or process documentation?
- Please list years of exerience with NewOrg, Child plus, and other data management sytems?
- Do you have experience with Preventiative Initiative programs or similiar Early Childhood programs?
Education:
Experience:
- work related experience? (ECE,SW,HS, Admin.): 3 years (Preferred)
Work Location: In person
