Training and Data Specialist

Safe Residential Care is seeking an organized, dependable, and detail-oriented Training and Data Specialist to support the daily administrative and recordkeeping needs of our Training Department.

This position is responsible for maintaining training rosters, entering and reviewing employee training data, tracking attendance and certification requirements, organizing training documentation, and assisting with employee follow-up. The Training and Data Specialist will work closely with the Training Coordinator, Human Resources, Scheduling, Quality Assurance, program leadership, and other members of the administrative team.

The ideal candidate will have strong data-entry and organizational skills, maintain confidentiality, communicate professionally, and complete assigned tasks accurately and within required deadlines.

Essential ResponsibilitiesTraining Administration and Coordination

• Provide administrative and operational support to the Training Department.
• Assist with coordinating training dates, employee assignments, rosters, attendance records, and training documentation.
• Prepare training materials, sign-in sheets, rosters, handouts, packets, and related documents.
• Support department projects, training initiatives, audits, and compliance reviews.
• Communicate missing information, concerns, and follow-up needs to the Training Coordinator or appropriate supervisor.

Training Rosters and Attendance

• Create, update, and maintain employee training rosters.
• Enter employee names, training dates, class information, locations, instructors, and attendance results into approved systems.
• Track completed, missed, canceled, and rescheduled trainings.
• Review rosters, sign-in sheets, schedules, certificates, and completion records for accuracy.
• Report missed trainings, attendance concerns, discrepancies, or incomplete information to the appropriate department.

Data Entry and Recordkeeping

• Enter and maintain employee training information in agency databases, spreadsheets, and tracking systems.
• Track training completion dates, expiration dates, overdue requirements, upcoming trainings, and pending documentation.
• Review records for accuracy, completeness, and consistency.
• Update employee training files and electronic tracking tools in a timely manner.
• Identify and report missing, inaccurate, incomplete, or unclear training information.

Training Scheduling Support

• Enter and update training dates, class times, locations, instructors, and employee assignments.
• Assist with identifying employees who require upcoming, overdue, expired, or rescheduled training.
• Communicate assigned training information to employees and appropriate leadership.
• Coordinate with Scheduling when employees need training added to their work schedules.
• Identify scheduling conflicts, missing assignments, or possible training gaps.

This role provides scheduling and data support but does not independently approve staffing decisions, training exceptions, or final compliance determinations.

Documentation and Compliance Support

• Organize and maintain training rosters, certificates, test results, completion records, sign-in sheets, and related forms.
• Review documents for missing signatures, dates, incomplete information, or expired certifications.
• Assist with preparing records for licensing reviews, audits, internal compliance checks, and leadership review.
• Maintain records for required trainings, including:
• New-hire orientation
• Annual training requirements
• CPR and First Aid
• CRMA
• Safety-Care or CPI
• Direct Support Professional requirements
• Other agency-required certifications and training
• Ensure all training records are stored securely and handled confidentially.

Employee Communication and Follow-Up

• Communicate professionally with employees regarding training dates, reminders, missing information, attendance concerns, and documentation requirements.
• Send assigned training reminders and follow-up notices.
• Notify Human Resources, Scheduling, and appropriate supervisors when employees miss training, fail to respond, have expired certifications, or require additional follow-up.
• Escalate urgent concerns, repeated attendance issues, and expired training requirements appropriately.
• Limit confidential information to individuals with a legitimate business need to know.

Training Materials and Department Organization

• Prepare and organize training binders, packets, handouts, forms, labels, and sign-in materials.
• Assist with scanning, copying, filing, labeling, and organizing training documents.
• Maintain organized training supplies, department files, and administrative materials.
• Help prepare the training space before classes and restore organization after training events.
• Report supply needs or missing materials to the Training Coordinator.

Reports and Tracking Tools

• Maintain training spreadsheets, dashboards, reports, and tracking tools.
• Assist with preparing training information for meetings, audits, compliance reviews, and leadership updates.
• Identify trends such as overdue training, missing rosters, expired certifications, incomplete records, and repeated attendance concerns.
• Provide regular task updates and completion reports to the Training Coordinator or assigned supervisor., Safe Residential Care is committed to providing high-quality residential services while maintaining a professional, respectful, and supportive workplace. The Training and Data Specialist plays an important role in helping the agency maintain accurate records, support employee development, and meet training and compliance requirements.

• High school diploma or equivalent.
• Strong computer and data-entry skills.
• Ability to use spreadsheets, electronic records, databases, and tracking systems.
• Ability to maintain confidential employee and agency information.
• Ability to manage multiple assignments and meet required deadlines.
• Ability to communicate professionally with employees, supervisors, trainers, and agency leadership.
• Ability to travel to training or program locations as assigned.
• Ability to successfully complete all background checks required by the agency and the State of Maine., * Previous administrative, office, data-entry, or training-support experience.
• Experience in adult residential services, healthcare, human services, training administration, or compliance tracking.
• Experience maintaining training rosters, attendance records, certifications, or employee records.
• Experience using scheduling systems, training platforms, spreadsheets, or electronic databases.
• Valid Maine driver's license.

Preferred Skills

• Strong attention to detail and accuracy.
• Excellent organization and time-management skills.
• Professional and respectful communication.
• Ability to follow instructions and complete tasks independently.
• Ability to identify missing information, inconsistencies, training gaps, and follow-up needs.
• Ability to prioritize multiple tasks and deadlines.
• Reliability, accountability, and professionalism.
• Ability to work collaboratively while maintaining clear communication with department leadership.

Pulled from the full job description

• 401(k)
• Health insurance
• Paid time off
• Vision insurance
• Dental insurance, * 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance