Data Entry Specialist

Tracy Community Connections Center Inc•Tracy, CA

2h•$20 - $23

About The Position

The Data Entry Specialist is responsible for accurate and timely data entry, management, and reporting across multiple electronic systems supporting Tracy Community Connections Center's housing and community support programs. This position plays a critical role in ensuring compliance with state and federal reporting requirements, maintaining data integrity, and supporting program quality through accurate documentation. The ideal candidate will have strong technical skills, exceptional attention to detail, and the ability to manage large volumes of confidential information across multiple platforms.

Requirements

Required: High school diploma or GED equivalent
Required: 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
Database Management: Experience with database systems and relational data structures
Electronic Health/Client Records (ECR/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
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
Must pass LiveScan fingerprint background check (DOJ and FBI). Certain criminal convictions may disqualify candidates per California Health & Safety Code.
Professional reference verification required
Must provide proof of identity and legal authorization to work in the United States (I-9 verification)
Must complete HIPAA training and sign confidentiality agreements
Must adhere to all organizational policies regarding data security and privacy
Complete new employee orientation within first 30 days
Complete annual HIPAA and confidentiality training
Complete HMIS training within 60 days of hire
Participate in ongoing professional development as required

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
Knowledge of DHCS CalAIM initiatives and Community Supports programs
Familiarity with California Homeless Management Information System (HMIS) protocols
Experience with population health management or care coordination programs
Bilingual (English/Spanish) skills
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 Electronic Client Records (ECR) systems
Input and track client information in the Homeless Management Information System (HMIS) in compliance with HUD data standards
Maintain accurate records of housing placements, service authorizations, and member interactions
Process and enter billing information for Medi-Cal Community Supports services (HTNS, HTSS, Housing Deposits, Transitional Rent)
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
Update housing support plans, assessments, and service notes from provider documentation
Generate monthly, quarterly, and annual reports from multiple data systems
Compile data for Managed Care Plan (MCP) 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
Coordinate with IT support for system troubleshooting
Participate in staff meetings and training sessions
Other duties as assigned