HSS/SSVF Data & Quality Assurance Specialist

Oregon Coast Community Action•Coos Bay, OR

22d•$22 - $25

About The Position

The HSS/SSVF Services Data and Quality Assurance Specialist supports the accuracy, completeness, and integrity of client records and program data within Housing and Veteran Services. The role reviews client files, verifies documentation against program requirements, and monitors consistency across HMIS, SharePoint, other applicable systems, and physical records. It analyzes program data, tracks errors and corrective actions, and prepares reports for program evaluation, decision-making, and continuous quality improvement. The Specialist identifies opportunities to improve data management, documentation practices, and operational efficiency. Working with Housing and Veteran Services staff, the position identifies deficiencies, verifies corrections, and supports compliance with established procedures. Final approval and program decisions remain with designated program leadership. The position also conducts housing inspections under applicable standards and program requirements, documents findings, communicates deficiencies, and completes follow-up inspections as needed. It is based primarily in Coos Bay, Oregon, and serves Coos and Curry Counties. The role is non-exempt from overtime and reports to the Housing Stabilization Services Coordinator.

Requirements

High school diploma or equivalent required.
At least one year of experience in data management, administrative support, records management, quality assurance, or a related field.
Experience using Microsoft Excel to organize, review, and analyze data, including formulas, sorting, filtering, and basic reporting.
Attention to detail in reviewing records and verifying documentation for completeness and consistency.
Ability to collect, organize, and interpret data using spreadsheets, basic formulas, charts, and reporting tools.
Ability to review documentation against established requirements and track corrections through completion.
Critical thinking, problem-solving, and ability to identify inconsistencies, recurring issues, and practical improvements.
Working knowledge of Microsoft Excel, Word, SharePoint, and electronic recordkeeping and reporting systems, with ability to learn new software.
Ability to prioritize competing responsibilities, manage multiple reviews, track outstanding corrections, and meet deadlines.
Clear written and verbal communication, including communicating deficiencies and preparing understandable reports and summaries.
Ability to work independently within established procedures, recognize when issues require escalation, and understand limits of assigned authority.
Ability to maintain accurate records, protect sensitive client information, and demonstrate integrity and ethical judgment.
Ability to collaborate effectively with program staff, provide constructive feedback, and contribute to process improvements.
Current Oregon Driver’s License required.
Must pass the State of Oregon Criminal Background Check.
Must provide proof of automobile liability insurance with $100,000/$300,000 liability limits and maintain those limits.
Must have a reliable method of getting to work.
Must be free from illegal drugs and may be subject to suspicion testing.
Some travel is required; ODL and proof of insurance are required under ORCCA policy.
May move or lift items up to 51 pounds.

Nice To Haves

Experience working with databases, electronic records, or information management systems.
Experience reviewing records for accuracy, completeness, or compliance with established procedures.
Experience in housing assistance, human services, nonprofit organizations, or publicly funded programs.
Familiarity with HMIS, SharePoint, or similar systems.
Vocational or post-secondary education and/or training may be considered in combination with experience.

Responsibilities

Review client files for completeness, accuracy, required documentation, signatures, and eligibility calculations before final approval.
Conduct ongoing quality assurance reviews of active and closed client files for compliance with program requirements.
Run HMIS reports and verify data accuracy and consistency across HMIS, SharePoint, other applicable systems, and physical client files.
Identify documentation errors and data discrepancies, return files to responsible staff for correction, and verify completed corrections.
Track errors, outstanding corrections, and recurring issues; report findings and trends to department leadership.
Collect, organize, and analyze program data using Excel and other reporting tools for reporting, evaluation, and performance monitoring.
Identify opportunities to improve documentation practices, data quality, and workflow efficiency.
Assist with developing and updating quality assurance tools, checklists, procedures, and tracking systems, subject to leadership approval.
Assist with internal monitoring, external audits, and program reporting as assigned.
Maintain confidentiality and follow established data security and recordkeeping procedures.
Conduct housing inspections, document findings, communicate deficiencies, and complete follow-up inspections as needed.
Perform other related duties as assigned.
Attend staff meetings, center meetings, workshops, and other meetings as notified.
Maintain open communication with staff, accept and consider feedback and guidance, and communicate schedule changes or work concerns to the supervisor.
Commit to further training and develop an individual training plan using program tools, as appropriate.
Follow agency procedures as a mandated child abuse reporter and maintain regular attendance.
Perform the job with or without reasonable accommodations.