Data and Quality Assurance Specialist

Union Station Homeless Services•Altadena, CA

21d

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 data quality practices, reporting, and documentation standards. The Specialist conducts chart reviews, analyzes data for errors and trends, develops internal reports, and works with staff to resolve discrepancies and implement corrective actions that support contractual, compliance, and audit requirements. The Specialist assists with reporting requirements and internal audits and helps implement new programs or contracts by developing data tools, workflows, forms, and data standards. The role builds staff capacity in HMIS proficiency, documentation accuracy, and outcomes reporting so program data remains reliable, audit-ready, and aligned with funder and agency requirements. This is a regular, full-time, non-exempt position in the Programs department, reporting to the Director, Data, 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.
Ability to communicate effectively verbally and in writing.
Ability to manage time effectively.
Ability to manage multiple database programs and generate specialized reports.
Strong problem-solving and solution-oriented capabilities, analytical skills, and ability to maintain a high degree of statistical accuracy.
Proficiency in basic computer use, Microsoft Windows, Microsoft Office (Word, Excel, and PowerPoint), HMIS systems similar to Clarity or CHAMP, and Google Apps.
Knowledge of social service quality assurance standards, including HUD standards.
Ability to gather, analyze, synthesize, and classify information; transcribe, enter, and post data.
Ability to prioritize work, multitask, adapt to changing demands, and work effectively under time constraints.
Ability to respond effectively to sensitive inquiries or complaints.
Complex reading and writing skills, sound judgment and decision-making, and problem-solving skills.
High concentration and attention to detail for extended periods.
Ability to interact with employees, residents, customers, and members of the public.
Ability to perform the physical activities described, including prolonged sitting and standing, movement between locations, stairs, bending and reaching, and occasional lifting or moving of objects.
Ability to see, hear, and speak clearly to communicate, perform administrative work, and drive motor vehicles.
Possess a valid California driver's license and access to a properly registered vehicle is strongly desired.
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.
Experience with data entry and outcomes reporting.
Experience working with relational database systems.
Experience in a social service setting.
Experience in a research setting.
Experience conducting audits of social service charts or documentation.
Valid California driver's license and access to a properly registered vehicle.

Responsibilities

Assist staff with HMIS data cleanup to improve data integrity.
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 workflows.
Support and train staff in Clarity and CHAMP data entry and data integrity practices.
Review quarterly reports to ensure 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 programmatic needs.
Develop and maintain a program compliance list tracking issues and responsible parties.
Compile data and build internal reports for monitoring and data integrity purposes.
Serve, conjointly 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 to facilitate efficient reviews of 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.