Head Start Data Technician

Pacific Clinics • Pasadena, CA

3d

About The Position

The Head Start Data Technician supports the program’s data operations under the direction of the Assistant Director and in collaboration with the Data Analyst. The role maintains accurate records in program databases, including COPA, ASQ Online, and Learning Genie; supports reporting and dashboard updates; and provides technical assistance to staff and child care partners. Core work includes data entry and maintenance, quality checks, report generation, documentation, and support for timely and accurate regulatory reporting.

The position also supports compliance with Head Start Performance Standards, California State Preschool Standards, HIPAA, and applicable privacy requirements. It handles confidential child, family, staff, and organizational information and collaborates across departments on data needs and process improvements. The role is primarily office-based, with hybrid options potentially available. It requires a full background check and TB exam, and does not involve unsupervised contact with children.

Requirements

• Associate’s degree or equivalent experience in information systems, data management, business administration, social sciences, or a related field, or an equivalent combination of education and experience; two years of related experience may substitute for one year of college education.
• Proficiency with Microsoft Excel, including formulas, pivot tables, data validation, and formatting.
• Strong attention to detail and organizational skills, with the ability to manage multiple tasks under deadlines.
• Ability to handle highly confidential child and family information with discretion.
• Strong written and verbal communication skills, including the ability to explain data concepts to non-technical staff.

Nice To Haves

• One to three years of experience in data entry, database administration, reporting, or related work.
• Familiarity with management databases in human development.
• Experience with Power BI or other data visualization tools.

Responsibilities

• Enter, update, and maintain child, family, and program data in COPA and other platforms in accordance with applicable standards and organizational policies.
• Review records for completeness, accuracy, and consistency, and identify and resolve duplicate or missing information.
• Conduct regular data audits and quality checks to maintain data integrity across systems.
• Maintain organized electronic files and documentation related to data processes.
• Generate recurring and ad hoc reports for program staff, leadership, and regulatory compliance.
• Support the Data Analyst with Excel-based reports and data summaries.
• Assist with Power BI dashboard updates under the direction of the Data Analyst.
• Compile data for federal, state, and local reporting requirements, including the Program Information Report and other Head Start compliance reports.
• Prepare data summaries for program reviews, board presentations, and internal planning.
• Provide technical assistance to staff and partners on data entry procedures, COPA navigation, and reporting tools.
• Respond to staff and child care partners’ data-related inquiries and reporting needs.
• Troubleshoot basic data issues and coordinate with software vendors or IT when technical problems arise.
• Assist with implementation and documentation of data collection procedures and standards.
• Provide staff training as needed.
• Ensure compliance with Head Start Performance Standards, HIPAA, and applicable privacy regulations governing child and family data.
• Maintain strict confidentiality of child, family, staff, and organizational information.
• Support compliance documentation and tracking for federal and state reporting requirements.
• Respond to internal requests for data, reports, and technical assistance in a timely manner.
• Guide staff on proper data-entry procedures and best practices.
• Participate in process improvement efforts related to data collection, management, and reporting.
• Collaborate with cross-department teams to support data needs and projects across service areas.

Benefits

• Medical, dental, and vision benefits
• Retirement options
• Flexible Spending Account
• Employee Assistance Program
• Benefits eligibility starting on Day 1
• Employee engagement and advocacy opportunities related to justice, equity, diversity, and inclusion

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree