Data Entry Specialist

Description

ESSENTIAL DUTIES AND RESPONSIBILITIES

Data Entry & System Management (60%)

• Enter, update, and maintain accurate client demographic, service delivery, and outcome data in an Electronic Health Records (EHR) systems
• Input and track client information and services provided in the Homeless Management Information System (HMIS) in compliance with HUD data standards
• Maintain accurate records of housing placements, service authorizations, and member interactions
• Create and maintain spreadsheets and databases in Microsoft Excel for program tracking and reporting
• Ensure all data entry is completed within required timeframes per contract obligations
• Perform regular data quality audits to identify and correct errors or inconsistencies

Reporting & Documentation (25%)

• Generate monthly, quarterly, and annual reports from multiple data systems
• Compile data for reporting requirements
• Create customized reports using Excel (pivot tables, formulas, charts)
• Assist with preparation of data for quality assurance reviews and audits
• Maintain documentation logs and filing systems (electronic and physical)
• Track and report on key performance indicators (housing retention rates, service utilization, etc.)
• Support preparation of grant reports and compliance documentation

Quality Assurance & Compliance (10%)

• Verify accuracy and completeness of data entered by self and others
• Identify and resolve data discrepancies in collaboration with program staff
• Ensure compliance with HIPAA, 42 CFR Part 2, and other confidentiality requirements
• Follow established data security protocols for handling protected health information
• Participate in quality improvement initiatives related to data systems
• Maintain knowledge of DHCS Community Supports Policy Guide requirements

Administrative Support (5%)

• Provide general administrative support to program staff as needed
• Assist with file organization and document management
• Participate in staff meetings and training sessions
• Other duties as assigned

Requirements

REQUIRED QUALIFICATIONS

Education & Experience

• Required: High school diploma or GED equivalent
• Required: Minimum 2 years of data entry experience in a professional setting
• Preferred: Associate's degree or coursework in business administration, data management, or related field
• Preferred: Experience with housing services, social services, healthcare, or nonprofit programs
• Preferred: Experience in homeless services or familiarity with Housing First principles

Technical Skills (Required)

• Proficient in Microsoft Excel: Must be able to create and manipulate spreadsheets, use formulas (VLOOKUP, SUMIF, IF statements), create pivot tables, and generate charts
• Database Management: Experience with database systems and relational data structures
• Electronic Health Records (EHR): Experience entering and managing data in electronic client record systems (training will be provided for specific system used)
• HMIS (Homeless Management Information System): Familiarity with HMIS data entry and reporting (training will be provided for specific system used)
• Data Management Systems: Ability to quickly learn and navigate multiple software platforms simultaneously
• Microsoft Office Suite: Proficiency in Word, Outlook, and PowerPoint
• Internet & Web-Based Applications: Comfortable using cloud-based platforms and web portals including Google Drive 

Core Competencies

• Exceptional Attention to Detail: Ability to maintain high level of accuracy while processing large volumes of data
• Organizational Skills: Strong ability to prioritize tasks, manage multiple deadlines, and maintain organized systems
• Technology Aptitude: Quick learner with new software and technology platforms; comfort with troubleshooting basic technical issues
• Confidentiality: Understanding of and commitment to maintaining client confidentiality and data security
• Communication Skills: Clear written and verbal communication; ability to ask clarifying questions
• Time Management: Ability to work independently and manage time effectively to meet deadlines
• Problem-Solving: Analytical thinking to identify and resolve data inconsistencies
• Reliability: Consistent attendance and punctuality; dependable follow-through on tasks

PREFERRED QUALIFICATIONS

• Experience with Medi-Cal billing systems and HCPCS coding
• Experience with population health management or care coordination programs
• Understanding of trauma-informed care and Housing First principles
• Experience working with diverse populations including individuals experiencing homelessness

Work Environment: 

• This position requires working in an office setting

Working Conditions

• None: The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

Physical Requirements

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly

Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound. 

EEO Statement 

Tracy Community Connections Center provides equal employment opportunities to all applicants and employees and strictly prohibits any type of harassment or discrimination in regards to race, religion, age, color, sex, disability status, national origin, genetics, sexual orientation, protected veteran status, gender expression, gender identity, or any other characteristic protected under federal, state, and/or local laws.

Consistent with the Americans with Disabilities Act (ADA), it is the policy of Tracy Community Connections Center to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact Carrie Grover at 209-940-0025 or carrieg@tracyccc.org