Training Documentation Specialist
The Training Documentation Specialist at Confidential Client is responsible for maintaining comprehensive training records and ensuring compliance with federal and state regulatory standards. This role involves preparing and tracking training documentation, supporting foster care programs, and collaborating with staff to uphold professional and ethical standards. The position requires strong organizational skills, confidentiality, and the ability to work both independently and as part of a multidisciplinary team in a fast-paced environment.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Foster Care & Child Welfare Services.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
What You’ll Do
You will maintain and manage training documentation and compliance records for a confidential client that provides foster care and child welfare services. This role ensures staff training completion, supports internal and external audits, uses internal data systems to identify training gaps, and helps the program meet federal, state, and contract requirements.
Responsibilities
- Maintain a comprehensive documentation system and quickly locate/retrieve training records as requested.
- Develop, prepare, and maintain written training processes, tracking systems, and training protocols.
- Receive, track, and document training completion for all staff promptly.
- Use internal data systems to identify training non-compliance and follow up to drive remediation.
- Utilize internal software and electronic filing systems to maintain accurate training files.
- Maintain employee training binders and ensure files meet regulatory and contract standards.
- Assist with internal and external documentation audits and provide materials to auditors.
- Compile, prepare, submit, and maintain accurate records, forms, statistics, and reports required by agency policies and contract partners.
- Participate in scheduled meetings, in-service training, and team decision-making.
- Implement safety protocols and assist with evacuations or emergency procedures when needed.
- Support foster care program activities, including fostering, supporting, and recruiting foster parents as assigned.
- Work evenings, weekends, and holidays as required by program needs and supervisor requests.
- Perform other duties as assigned by the program supervisor.
Minimum Qualifications
- High school diploma or equivalent required.
- Minimum of two (2) years of related experience and/or training in documentation, training coordination, or administrative support.
- Demonstrated computer literacy and comfort using internal databases and common office software.
- Strong organizational skills with attention to detail and ability to meet deadlines.
- Ability to communicate professionally with staff, vendors, community members, and regulatory personnel.
- Ability to work independently and as part of a multidisciplinary team.
- Authorized to work for any employer in the U.S. (confidential client is not able to sponsor employment visas at this time).
- Ability to pass pre-employment drug screen and criminal background checks.
Preferred Qualifications
- Bachelor’s degree from an accredited institution preferred.
- Four (4) or more years of related experience in training documentation, records management, or compliance.
- Prior experience in foster care, social services, nonprofit, or healthcare settings is a plus.
- Experience using learning management systems (LMS), HRIS, or training tracking software.
Certifications & Requirements
- Certification or training in First Aid, CPR, and Emergency Behavior Intervention preferred or required per program.
- Must pass a pre-employment drug screen and may be subject to random drug screenings during employment.
- Must pass required pre-employment and periodic criminal background checks and any regulatory checks required by federal/state partners.
- Confidential client follows CDC immunization guidance: employees must receive an annual influenza vaccination or obtain an approved medical or religious exemption. Proof of vaccination or approved exemption will be required for new hires.
- Must maintain confidentiality of child, family, and program records at all times.
Working Conditions
- Full-time role based in San Antonio / Fort Sam Houston, TX area.
- Some evening, weekend, and holiday work may be required.
- Position requires occasional interaction with regulatory or contract personnel and may require access to secure or sensitive records.
- This position follows all federal, state, and local regulatory guidelines that apply to foster care and child welfare programs.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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