Data and Quality Assurance Specialist
About The Position
The Data and Quality Assurance Specialist supports program teams by ensuring accurate, timely, and compliant data entry in the Homeless Management Information Systems (HMIS) they use. The 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 chart reviews, analyzes data for errors and trends, develops internal reports, and collaborates with staff to resolve discrepancies and implement corrective actions supporting contractual, compliance, and audit requirements. The position assists with reporting and internal audits, and helps implement new programs or contracts by developing data tools, workflows, forms, and data standards. The Specialist builds staff capacity in HMIS proficiency, documentation accuracy, and outcomes reporting, helping ensure program data is reliable, audit-ready, and aligned with funder and agency requirements. The position is regular, full-time, non-exempt, with a stated schedule of Monday through Friday, 8:00 a.m. to 4:30 p.m., 40 hours per week.
Requirements
- Bachelor’s degree or equivalent experience in a related field.
- Experience working with relational database systems.
- Ability to communicate effectively verbally and in writing.
- Ability to manage time effectively and handle multiple database programs and generate specialized reports.
- Strong problem-solving, analytical, and solution-oriented skills, with the ability to maintain accuracy with statistics.
- Proficiency in basic computer use, Microsoft Windows, Microsoft Office (Word, Excel, PowerPoint), HMIS systems similar to Clarity or CHAMP, and Google Apps.
- Knowledge of social service quality assurance standards, including HUD standards.
- Ability to prioritize, multitask, adapt to changing work demands, and work effectively under time constraints.
- Ability to gather, analyze, synthesize, and classify information and to transcribe, enter, and post data.
- Ability to respond effectively to sensitive inquiries or complaints.
- Ability to interact with employees, residents, customers, and members of the public.
- Ability to travel to program sites and off-site meetings.
Nice To Haves
- Knowledge of DHS guidelines and experience in mental health or homeless services.
- Knowledge or experience with development languages such as JavaScript, Google Apps Script, JSON, Python, HTML, or CSS.
- Knowledge of SQL.
- Knowledge and experience with SQL languages and databases similar to PostgreSQL.
- Valid California driver's license and access to a properly registered vehicle.
- Experience with data entry and outcomes reporting.
- Experience in a social service setting.
- Experience in a research setting.
- Experience conducting audits of social service charts or documentation.
Responsibilities
- Assist staff with data cleanup to improve data integrity in HMIS.
- Monitor and analyze data quality for assigned programs.
- Ensure required program paperwork is completed and entered into participant master files in a timely manner.
- Provide administrative and technical support to program staff.
- Complete monthly reports and documentation required by Union Station Homeless Services and program funders.
- Develop and update program-specific quality assurance processes and procedures to support contract, HIPAA, and confidentiality-law compliance and efficient staff workflows.
- Provide staff support and training on Clarity and CHAMP data entry and data integrity.
- Review quarterly reports to assess whether performance targets are being met.
- Analyze and interpret reports to identify and correct discrepancies in report logic or HMIS data.
- Conduct monthly peer reviews to support quality assurance, identify training needs, and ensure understanding of program needs.
- Develop and maintain a program compliance list tracking compliance issues and responsible parties.
- Compile data and build internal reports for monitoring and data integrity.
- Serve, together with the Manager, Data and Outcomes, as a liaison between Union Station Homeless Services and the City of Pasadena, LAHSA, United Way, and other funders to provide outcomes information.
- Evaluate records management systems and develop new or improved methods for efficient handling, accuracy, consistency, and audit readiness.
- Support external auditors in reviewing program materials.
- Assist Program Managers and Directors with new contract implementation, including establishing systems, developing forms, and training staff on quality assurance and outcome guidelines.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
