Data Entry Specialist

Job Description

Job DescriptionDescription:

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:Data Entry & System Management (60%)

• 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

Reporting & Documentation (25%)

• 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

Quality Assurance & Compliance (10%)

• 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

Administrative Support (5%)

• 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

REQUIRED QUALIFICATIONSEducation & Experience

• Required: High school diploma or GED equivalent
• Required: Minimum 2 years of data entry experience in a professional setting
• Preferred: Associate's degree or coursework in business administration, data management, or related field
• Preferred: Experience with housing services, social services, healthcare, or nonprofit programs
• Preferred: Experience in homeless services or familiarity with Housing First principles

Technical Skills (Required)

• 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

Core Competencies

• 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

PREFERRED QUALIFICATIONS

• 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

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

Sedentary Work: This position involves sedentary work with the following physical requirements:

• Sitting: Prolonged sitting at a desk/workstation for extended periods (up to 6-8 hours per day)
• Computer Use: Continuous use of computer, keyboard, and mouse (6-8 hours per day)
• Vision: Close vision and ability to focus on computer screens for extended periods; ability to distinguish colors and read small print
• Manual Dexterity: Repetitive hand/finger motion for typing and data entry
• Lifting: Occasional lifting and carrying of files, documents, or office supplies up to 10 pounds
• Reaching: Occasional reaching, bending, and twisting to access files and materials
• Communication: Ability to communicate clearly in person and by telephone

Work Environment

Office Environment: This position is performed in a typical office environment with the following conditions:

• Indoor Climate-Controlled Setting: Work is performed primarily indoors in a temperature-controlled office
• Noise Level: Moderate noise level typical of an office setting with conversations, phones, and office equipment
• Lighting: Adequate artificial lighting; some exposure to computer screen glare
• Equipment Used: Computer, keyboard, mouse, telephone, printer, copier, scanner, and standard office equipment
• Workspace: Individual workstation/desk with ergonomic chair and equipment
• Interruptions: Moderate level of interruptions from staff requests and system notifications

Schedule & Hours

• Standard Hours: Monday through Friday, 8:00 AM - 5:00 PM (30 minute lunch break) or as determined by supervisor
• Flexibility: Occasional flexibility required to meet reporting deadlines
• Remote Work: This position may require on-site presence due to access to secure systems; remote work options may be available based on operational needs and supervisor approval
• Overtime: Occasional overtime may be required during peak reporting periods (subject to prior approval)

COMPENSATION & BENEFITSSalary

• Hourly Rate: $20-23 per hour, commensurate with experience
• Pay Schedule: Semi-monthly

Benefits (for full-time employees)

• Medical, dental, and vision insurance
• Paid Time Off (PTO)
• Paid holidays
• 403B retirement plan with option for 401K at 1 year employment
• Professional development and training opportunities

EMPLOYMENT REQUIREMENTSBackground & Clearances (Required)

• Criminal Background Check: Must pass LiveScan fingerprint background check (DOJ and FBI). Certain criminal convictions may disqualify candidates per California Health & Safety Code.
• Reference Check: Professional reference verification required
• Proof of Eligibility: Must provide proof of identity and legal authorization to work in the United States (I-9 verification)

Confidentiality & Compliance

• Must complete HIPAA training and sign confidentiality agreements
• Must adhere to all organizational policies regarding data security and privacy

Training Requirements

• 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

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Tracy Community Connections Center is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), gender, gender identity, gender expression, national origin, ancestry, age (40 and over), physical or mental disability, medical condition, genetic information, marital status, sexual orientation, citizenship, primary language, immigration status, military and/or veteran status, or any other basis protected by federal, state, or local law.