Quality Assurance & Compliance Specialist in Philadelphia, Pennsylvania at Nueva Esperanza

General Responsibilities

The Quality Assurance & Compliance Specialist is responsible for ensuring program integrity, data accuracy, and compliance with the Workforce Innovation and Opportunity Act (WIOA), the Employment Advancement and Retention Network (EARN), the Labor Exchange (LX), TANF, and other applicable funding requirements. This position monitors documentation, reviews participant files, evaluates program quality, identifies compliance risks, and supports continuous improvement to ensure that records are accurate, complete, and audit-ready.

• Ensure the quality and compliance of participant documentation through ongoing monitoring and file reviews.
• Monitor program operations, documentation, and data integrity to identify compliance concerns and recommend corrective actions and process improvements.
• Maintain current knowledge of program regulations, policies, and operational procedures.
• Collaborate with Workforce Advisors and program staff to improve documentation quality, service delivery, and compliance.
• Notify leadership of compliance risks, recurring trends, and data quality concerns.
• Support leadership through reports, monitoring activities, program evaluations, and special projects.

Functional Responsibilities

Data Entry, Records Management & System Integrity

• Enter, update, and maintain participant, employer, and program records in CWDS and other workforce systems, including case notes, eligibility documentation, service activities, attendance, work participation hours, employment outcomes, incentives, and supporting documentation.
• Review documentation for completeness, accuracy, and compliance before system entry, and maintain organized, confidential, and audit-ready participant files in CWDS, SharePoint, and other approved systems.
• Coordinate the timely receipt, organization, and processing of documentation submitted by Workforce Advisors and program staff.

Monitoring, Compliance & Quality Assurance

• Conduct desk monitoring and quality assurance reviews to ensure compliance with WIOA, TANF, Labor Exchange, and other applicable program requirements.
• Perform system-to-file and file-to-system reconciliations to verify data accuracy and documentation consistency.
• Review participant case notes to ensure services, eligibility, barriers, progress, and outcomes are accurately documented and supported by program requirements.
• Evaluate overall file documentation for completeness, consistency, and compliance, identifying trends, recurring issues, and opportunities for improvement.
• Monitor participant participation, attendance, service delivery, and program engagement to ensure compliance with program requirements.
• Identify documentation and compliance deficiencies, recommend corrective actions, and provide feedback to Workforce Advisors and program staff to improve documentation quality.
• Assist with TANF sampling, validation requests, monitoring reviews, and other internal or external compliance audits.
• Serve as a resource to staff by interpreting documentation requirements and promoting consistent application of program policies and quality standards.

Reporting & Program Support

• Generate reports and prepare documentation to support audits, monitor reviews, leadership requests, program performance reporting, and external reporting requirements.
• Participate in meetings, training, and special projects as assigned.

Education & Professional Experience

• Associate degree from an accredited college or university in public administration, business administration, social work, data management, or a related field.
• One year of full-time experience in workforce development, social services, compliance monitoring, auditing, data management, eligibility determination, or a related field.

Skills & Qualifications

• Strong analytical and critical thinking skills with the ability to identify compliance issues and recommend practical solutions.
• Excellent verbal, written, and interpersonal communication skills.
• Strong attention to detail with exceptional organizational and documentation skills.
• Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment
• Proficiency in Microsoft Excel and other reporting and data management tools.
• Experience using CWDS or similar workforce management systems is preferred.
• Ability to quickly learn new systems, policies, and technical processes.
• Knowledge of compliance monitoring, auditing, quality assurance, program performance, and documentation standards.
• Ability to provide constructive feedback and work collaboratively with cross-functional teams.
• Commitment to accuracy, confidentiality, professionalism, and continuous improvement.