Data and Quality Assurance Specialist

TITLE: Data and Quality Assurance Specialist

DEPARTMENT: Programs

REPORTS TO: Director, Data

EMPLOYMENT STATUS: Regular; Full-Time

REG. HOURS WORKED: 40 hrs/wk; Non-Exempt

JOB SUMMARY:

The Data and Quality Assurance Specialist supports program teams by ensuring accurate, timely, and compliant data entry within the Homeless Management Information Systems (HMIS) they use. This role strengthens data integrity through hands-on training, technical assistance, and the development and maintenance of clear data quality practices, reporting, and documentation standards.

The Specialist conducts regular chart reviews, analyzes data for errors and trends, develops internal reports, and collaborates with staff to resolve discrepancies and implement corrective actions that support contractual, compliance, and audit requirements. Responsibilities include assisting with reporting requirements, supporting internal audits, and helping implement new programs or contracts by developing data tools for improved workflow, forms, and data standards compliance.

With strong data skills, attention to detail, robust knowledge of contractual requirements, and a collaborative approach, the Specialist builds staff capacity in HMIS proficiency, documentation accuracy, and outcomes reporting, ensuring that program data remains reliable, audit-ready, and aligned with funder and agency requirements.

ESSENTIAL FUNCTIONS INCLUDE, but are not limited to the following:

Assist staff with data clean-up to improve data integrity in HMIS.

Monitor and analyze data quality for all assigned programs.

Ensure that all required program paperwork is completed and entered into the participant master file in a timely manner.

Provide administrative and technical support to program staff.

Complete monthly reports and documentation as required by Union Station Homeless Services and program funders.

Develop and update program specific quality assurance processes and procedures to ensure compliance with contract guidelines, HIPAA and confidentiality laws with an efficient workflow for staff.

Provide support and training to staff regarding Clarity and CHAMP data entry and maintaining data integrity.

Review quarterly reports to ensure performance targets are being met.

Analyze and interpret reports to discover and correct any discrepancies in report logic or existing data in HMIS that could be the cause.

Conduct monthly peer reviews to assist with quality assurance, find training needs, as well as ensure understanding of programmatic needs.

Develop and maintain program compliance list - tracking compliance issues and responsible parties.

Compile data and build internal reports for monitoring and data integrity purposes.

Serve as a liaison, conjointly with the Manager, Data and Outcomes, between Union Station Homeless Services and the City of Pasadena, LAHSA, United Way and other funders in providing outcomes information.

Evaluate records management systems to develop new or improved existing methods for efficient handling, accuracy and consistency that can pass rigorous auditing standards.

Provide support to external auditors to facilitate an efficient review of program materials.

Provide assistance to Program Managers/Directors during the implementation of new contracts, which may include establishing systems, developing forms, and training staff on quality assurance and outcome guidelines.

Other duties as assigned.

PHYSICAL AND MENTAL REQUIREMENTS AND WORK ENVIRONMENT:

Work indoors in temperature controlled environments and occasionally exposed to outdoor weather and driving conditions. The noise level in the work environment is usually moderate

Stand and sit for long periods of time; move and walk to various locations; climb stairs, stoop, kneel, reach, pull, push, bend, twist, and occasionally lift and or move objects. Use hands to finger, handle or feel.

See, hear and speak clearly in order to give and receive information and instructions, perform administrative work, and drive motor vehicles.

Ability to interact with other employees, residents, customers and members of the public.

Ability to work effectively under time constraints, prioritize work, multi-task, and adapt to changing work demands.

Gather, analyze, synthesize, and classify information. Transcribe, enter, and post data.

Ability to respond effectively to sensitive inquiries or complaints.

May require exposure to blood borne pathogens and infectious agents.

Requires use of a computer keyboard for substantial periods of time.

Travel to various program sites and off-site meetings.

Complex reading and writing skills, judgment and decision-making capability, and problem-solving skills.

High level of concentration and attention to detail for extended periods of time.

KNOWLEDGE, SKILLS AND ABILITIES:

Ability to communicate effectively both verbally and in writing.

Ability to manage time effectively.

Ability to manage multiple database programs and generate a variety of specialized reports.

Comprehensive problem solving and solution oriented capabilities, keen analytical skills, and ability to maintain a high degree of accuracy with statistics.

Proficient in: basic computer knowledge, Microsoft Windows, Microsoft Office software (Word, Excel, PowerPoint), Homeless Management Information Systems (HMIS) similar to Clarity or CHAMP, and Google Apps.

Knowledge of DHS guidelines and experience working within the field of mental health or homeless services preferred.

Knowledge of social service (QA) Quality Assurance standards including HUD standards.

Knowledge and/or experience with development languages similar to JavaScript, Google Apps Script, JSON, Python, HTML, CSS, etc., desired.

Knowledge of SQL desired.

Knowledge and experience SQL languages and databases similar to PostgreSQL desired.

Possess valid California driver's license and access to properly registered vehicle strongly desired.

EDUCATION, TRAINING AND EXPERIENCE:

Bachelor's Degree or equivalent experience in related field required.

Experience with data entry and outcomes reporting desired.

Experience working with relational database systems.

Experience in a social service setting desirable.

Experience in research setting desirable.

Experience conducting audits of social service charts/documentation desired.

Union Station Homeless Services is an Equal Opportunity Employer

Monday-Friday 8a - 430p

40/Week, Full Time, Non-Exempt