JOB SUMMARY
The Data Entry and Compliance Specialist ensures program data entered into HMIS and related systems meets HUD, Continuum of Care (CoC), OHCS, SSVF, and funder data quality and timeliness standards. This position conducts ongoing data quality monitoring, verifies financial and service data accuracy, and supports compliance with reporting and audit requirements. The Specialist also provides staff training and technical assistance to ensure accurate, timely, and consistent data entry across programs.
ESSENTIAL FUNCTIONS OF THE POSITION:
The essential functions of this position require prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits. These duties are a representative example of position expectations. Actual duties assigned may vary and change depending on the business needs of the department and the agency.
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Ensure all client, service, and program data entered into HMIS complies with HUD HMIS Data Standards, CoC policies, SSVF standards, OHCS requirements, and funder contracts.
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Monitor HMIS data quality indicators including timeliness, completeness, accuracy, and consistency; identify trends, errors, and compliance risks.
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Conduct regular data quality reviews and audits and coordinate with staff to correct errors, missing data, and inconsistencies.
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Ensure all required data is entered into HMIS and related systems within HUD, CoC, and funder-required time frames.
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Ensure ROADS is updated accurately and timely in accordance with OHCS and program reporting requirements.
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Verify that utility assistance and other program payments entered into HMIS and tracking systems align with OPUS and other fiscal documentation.
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Review and verify data entry in OPUS is accurate and complete prior to payment issuance to ensure compliance with program requirements and agency procedures.
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Coordinate with program and fiscal staff to resolve data discrepancies affecting reimbursements, reporting, or compliance.
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Monitor staff compliance with documentation and data entry standards; provide follow-up and technical assistance as needed.
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Support internal data cleanup efforts to improve ongoing data quality and reporting accuracy.
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Train staff on HMIS data entry standards, system workflows, required data elements, and compliance expectations.
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Develop, update, and maintain internal guidance, procedures, or checklists related to data entry and compliance.
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Prepare data quality summaries or reports for leadership to support monitoring, audits, and continuous quality improvement.
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Participate in funder monitoring, CoC reviews, and audit preparation related to data and documentation compliance.
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Communicate in a professional, respectful and courteous manner with all employees, clients, and others with whom we may work. Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, and the constructive exchange of ideas.
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Complete designated job tasks, special projects and all other duties as assigned to meet team, department and agency goals while actively demonstrating accountability, high levels of employee engagement, and responsibility for achieving desired outcomes and measurable results.
KNOWLEDGE, SKILLS & ABILITIES
Qualified candidates for this position will have relevant education and experience necessary to perform the essential functions and meet the minimum performance expectations for this position with or without an accommodation.
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Knowledge of HUD HMIS, Continuum of Care (CoC), SSVF, and OHCS Data and reporting requirements.
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Knowledge of data quality management principles including accuracy, completeness, consistency, timeliness, and compliance monitoring.
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Knowledge of client confidentiality requirements, data privacy standards, and ethical handling of sensitive and protected information.
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Knowledge of housing and homeless services programs, eligibility documentation, and reporting requirements.
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Knowledge of general accounting, payment verification, and reconciliation practices related to utility assistance and program payments.
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Skill in accurately entering, reviewing, auditing, and maintaining data within electronic databases and tracking systems.
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Skill in identifying data discrepancies, compliance concerns, and reporting issues and taking appropriate corrective action.
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Skill in reviewing documentation for completeness, accuracy, and compliance with program and agency requirements.
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Skill in organizing, prioritizing, and managing multiple assignments, deadlines, audits, and reporting requirements with strong attention to detail.
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Skill in preparing clear and accurate reports, summaries, and documentation.
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Skill in providing technical assistance, guidance, and training to staff regarding data entry standards, workflows, compliance expectations, and system procedures.
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Skill in analyzing data trends, identifying patterns of error, and supporting continuous quality improvement efforts.
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Skill in using computers, Microsoft Office applications, database systems, and other technology required to perform assigned duties.
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Ability to maintain a high level of accuracy and attention to detail while working with large amounts of data and documentation.
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Ability to communicate effectively both verbally and in writing with employees, clients, community partners, auditors, and funding agencies.
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Ability to establish and maintain effective and professional working relationships with staff, leadership, funders, and external partners.
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Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive client and agency information.
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Ability to work independently while also contributing positively within a collaborative, team-oriented work environment.
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Ability to adapt to changing regulations, program requirements, technology systems, and agency priorities.
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Ability to provide professional, respectful, and courteous customer service in all interactions.
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Ability to demonstrate accountability, initiative, reliability, and a commitment to achieving agency, department, and program goals.
Required Licenses & Certifications
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Must pass criminal background check prior to hire and successfully meet all screening standards when required by department or program funding source(s).
Education and Experience Requirements
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High school diploma or GED required
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Associate’s degree in Data Management, Information Systems, Business Administration, Public Administration, or Human Services preferred
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2 years of experience in data entry, quality assurance, compliance, or reporting required
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Experience working with HMIS or comparable database systems strongly preferred
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Experience in housing, homeless services, or publicly funded programs preferred
An equivalent combination of experience and education that demonstrates the required knowledge, skills and abilities required for the position will be considered in lieu of the outlined requirements.
PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
The physical effort typically applied in this job includes:
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Reaching
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Walking
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Carrying
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Sitting
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Keyboarding
The amount of lifting effort typically applied and the percent of time the effort is applied:
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Between 1 & 5 lbs.: 30%
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Between 5 & 25 lbs.: 30%
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Between 25 & 50 lbs.: Less than 10%
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More than 50 lbs. requires lifting equipment or a team lift.
MENTAL OR VISUAL DEMAND
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Concentrated mental and/or visual attention; the work involves performing complex tasks to very close accuracy and quality specifications; or a high degree of hand and eye coordination for sustained periods.
WORKING CONDITIONS
The kinds of disagreeable elements the employee would typically be exposed to in the work area include:
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Noise
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Long periods of time looking at a computer screen
Description of the physical surroundings or conditions under which the job is typically performed and the extent of exposure to the disagreeable elements noted above:
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The job is typically performed under very comfortable working conditions; any disagreeable elements are generally absent during normal performance of job.
AVAILABILITY AND ATTENDANCE
Due to the nature and scope of the essential functions, the importance of personal interactions between this position, employees, clients and other members of the public, and the availability of job-related tools, equipment and resources at work, performance of the essential functions requires regular, consistent and on-site attendance while working independently and with others during our normal business hours.
FLSA STATUS - Non-exempt
ABOUT UCAN:
United Community Action Network (UCAN) is a poverty fighting non-profit located in Southern Oregon. Founded in 1969 by low-income community organizers, UCAN now operates programming across multiple departments, delivering programs to equip our neighbors experiencing the symptoms of poverty with resources and opportunities to help them reach their full social, civic, and economic potential. Our dedicated and energetic employees provide essential and supportive services to individuals and families. We take pride in caring for our communities each and every day.
UCAN has a generous Benefit Package including:
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Medical Coverage
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Dental and Voluntary Vision insurance,
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Generous leave (PTO),
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Retirement plans,
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Basic Life and Voluntary life insurance,
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Employee assistance program.
UCAN is an Equal Employment Opportunity Employer that does not discriminate in the terms and conditions of employment against any applicant or current employee on the basis of any status or class protected under applicable federal, state or local law.
If you require special assistance at any point during the application or selection process and would like to request an accommodation due to a disability, please e-mail a description of your request to Human Resources: [email protected]
