Data Entry Specialist

Tracy Community Connections Center Inc • Tracy, CA

23h • $20 - $23 • Onsite

About The Position

This role is responsible for accurately entering, updating, and maintaining client data within Electronic Health Records (EHR) and the Homeless Management Information System (HMIS). The specialist will also be involved in creating and managing spreadsheets and databases, performing data quality audits, generating reports, ensuring compliance with confidentiality regulations, and providing general administrative support. The position requires a high level of attention to detail, strong organizational skills, and proficiency in Microsoft Excel and other data management systems.

Requirements

• High school diploma or GED equivalent
• Minimum 2 years of data entry experience in a professional setting
• Proficient in Microsoft Excel: Must be able to create and manipulate spreadsheets, use formulas (VLOOKUP, SUMIF, IF statements), create pivot tables, and generate charts
• Experience with database systems and relational data structures
• Experience entering and managing data in electronic client record systems (training will be provided for specific system used)
• Familiarity with HMIS data entry and reporting (training will be provided for specific system used)
• Ability to quickly learn and navigate multiple software platforms simultaneously
• Proficiency in Microsoft Office Suite: Word, Outlook, and PowerPoint
• Comfortable using cloud-based platforms and web portals including Google Drive
• 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

Nice To Haves

• Associate's degree or coursework in business administration, data management, or related field
• Experience with housing services, social services, healthcare, or nonprofit programs
• Experience in homeless services or familiarity with Housing First principles
• 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

Responsibilities

• 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
• 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
• 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
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED