Recruitment, Retention/Data Specialist – YWCA

Rockford Region
Posted 6 days ago

Job Description

Title Recruitment, Retention/Data Specialist/Referrals
Program(s) Child Care Solutions, YWCA Northwestern Illinois
Reports to Supervisor, CORE and Director, Child Care Solutions

Job Summary

Responsible for capturing and maintaining data as required by the Illinois Department of Human Services (IDHS) for the statewide CCR&R system. Additionally, provides administrative support to CORE department. This position is an hourly non-exempt position.


Minimum Job Requirements 

  • Associate’s Degree from an accredited college or university in a related field (Early Childhood Education, Child Development, Child Psychology/Behavioral Sciences, Business Administration, Family Consumer Sciences, Social Work, Elementary Education Child Welfare, or Family Services) OR Associate’s Degree with minimum of two years’ experience in an ECE field
  • One (1) year experience in tools used for data analysis (e.g., Excel) and implementing new software
  • Strong customer service skills
  • Ability to take on responsibility for tasks, organize, and establish priorities
  • Enjoy working as a team member as well as independently
  • Excellent written, verbal, and presentation communication skills
  • Strong problem-solving and analytical skills
  • Comfortable with networking and establishing collaborations
  • Technical proficiency with a personal computer and various software packages
  • Strong knowledge of community resources
  • Ability to lift 30 pounds, sit, stand, bend, and twist
  • Ability to type at least 30 words per minute
  • Current Illinois driver’s license and valid vehicle insurance
  • Must become Gateways to Opportunities Registry member within two (2) months of employment
  • Obtain and document a minimum of fifteen (15) hours of professional development annually
  • Completion of INCCRRA CSD training within one year of hire


Summary of Essential Job Functions

Recruitment & Retention:

  • Based on local needs within the SDA, maintain a written plan outlining the coordination and development of new child care resources (defined as the recruitment and development of new child care options)
  • Develop and implement strategies and tools designed to increase child care providers in the SDA. Strategies and tools include, but are not limited to, informational workshops or orientations, consultations, technical assistance, printed materials, promotional tools for outreach and promotion, and start up packets and materials
  • Develop and implement strategies and tools designed to provide support and assist in the retention and improvement of quality of child care resources in the SDA. Such strategies include but are not limited to providing technical assistance, consultation, and training, promote and assist in connecting child care providers with available resources, develop and/or increase community support of child care
  • Provide technical assistance to child care associations, parents, and providers
  • Maintain and update provider database
  • Enter newly licensed and approved License Exempt providers into database
  • Report monthly activities on Program Report and in the Data Tracking Program

Data Specialist:

  • Responsible for capturing data as required by the IDHS for the statewide CCR&R system
  • Oversees and completes monthly provider vacancy updates and yearly complete updates
  • Assists with data entry for trainings, including entering registration, producing sign-in sheets, printing certificates, reconciling classes and data checks in Data Tracking Program (DTP)
  • Develop, implement, and track deliverables and expectations pursuant to IDHS contract and under direct guidance of immediate Supervisor
  • Assist in coordinating Director’s Dialog activities
  • Participates in continuing education activities
  • Assist with parent follow-ups each month as needed

Admin Support:

  • Provides administrative support and completes program related errands as assigned by CCR&R Directors
  • Assists with printer, copier, fax, and mail machine supplies and service requests
  • Maintains list of needed department supplies, materials for staff trainings or meetings, and reserves appropriate venue for trainings, as needed


  • Provide delivery of child care referral services and consumer education to parents/guardians in accordance with the Illinois Department of Human Services and YWCA policy and procedures
  • Assist with TANF referrals as needed
  • Maintain and update the provider database as needed
  • Assure parent follow-ups are completed each month



  • Maintain high level of confidentiality
  • Speaks to the purpose and services of all YWCA programming
  • Responds with sensitivity to families’ socioeconomic, cultural, ethnic, and religious backgrounds, individual needs and capabilities
  • Participate in community activities including community events, media campaigns, promotional materials, and community presentations
  • Participate in staff meetings, working to uphold the mission of Child Care Solutions and YWCA of Northwestern Illinois
  • Reflect agency image in appropriate manner, behavior and dress
  • Perform other duties as assigned






The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.  This Job Description should not be read as creating an express or implied contract, nor is it intended to alter the employment-at-will relationship.  Employment with the YWCA is “at-will” and may be terminated at any time, with or without cause, at the option of either the YWCA or the employee.


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