Data Entry and Compliance Specialist

JOB SUMMARY

The Data Entry and Compliance Specialist ensures program data entered into HMIS and related systems meets HUD, Continuum of Care (CoC), OHCS, SSVF, and funder data quality and timeliness standards. This position conducts ongoing data quality monitoring, verifies financial and service data accuracy, and supports compliance with reporting and audit requirements. The Specialist also provides staff training and technical assistance to ensure accurate, timely, and consistent data entry across programs.

ESSENTIAL FUNCTIONS OF THE POSITION:

The essential functions of this position require prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits.  These duties are a representative example of position expectations.  Actual duties assigned may vary and change depending on the business needs of the department and the agency.

• Ensure all client, service, and program data entered into HMIS complies with HUD HMIS Data Standards, CoC policies, SSVF standards, OHCS requirements, and funder contracts.
• Monitor HMIS data quality indicators including timeliness, completeness, accuracy, and consistency; identify trends, errors, and compliance risks.
• Conduct regular data quality reviews and audits and coordinate with staff to correct errors, missing data, and inconsistencies.
• Ensure all required data is entered into HMIS and related systems within HUD, CoC, and funder-required time frames.
• Ensure ROADS is updated accurately and timely in accordance with OHCS and program reporting requirements.
• Verify that utility assistance and other program payments entered into HMIS and tracking systems align with OPUS and other fiscal documentation.
• Review and verify data entry in OPUS is accurate and complete prior to payment issuance to ensure compliance with program requirements and agency procedures.
• Coordinate with program and fiscal staff to resolve data discrepancies affecting reimbursements, reporting, or compliance.
• Monitor staff compliance with documentation and data entry standards; provide follow-up and technical assistance as needed.
• Support internal data cleanup efforts to improve ongoing data quality and reporting accuracy.
• Train staff on HMIS data entry standards, system workflows, required data elements, and compliance expectations.
• Develop, update, and maintain internal guidance, procedures, or checklists related to data entry and compliance.
• Prepare data quality summaries or reports for leadership to support monitoring, audits, and continuous quality improvement.
• Participate in funder monitoring, CoC reviews, and audit preparation related to data and documentation compliance.
• Communicate in a professional, respectful and courteous manner with all employees, clients, and others with whom we may work. Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, and the constructive exchange of ideas.
• Complete designated job tasks, special projects and all other duties as assigned to meet team, department and agency goals while actively demonstrating accountability, high levels of employee engagement, and responsibility for achieving desired outcomes and measurable results.

KNOWLEDGE, SKILLS & ABILITIES

Qualified candidates for this position will have relevant education and experience necessary to perform the essential functions and meet the minimum performance expectations for this position with or without an accommodation.

• Knowledge of HUD HMIS, Continuum of Care (CoC), SSVF, and OHCS Data and reporting requirements.
• Knowledge of data quality management principles including accuracy, completeness, consistency, timeliness, and compliance monitoring.
• Knowledge of client confidentiality requirements, data privacy standards, and ethical handling of sensitive and protected information.
• Knowledge of housing and homeless services programs, eligibility documentation, and reporting requirements.
• Knowledge of general accounting, payment verification, and reconciliation practices related to utility assistance and program payments.
• Skill in accurately entering, reviewing, auditing, and maintaining data within electronic databases and tracking systems.
• Skill in identifying data discrepancies, compliance concerns, and reporting issues and taking appropriate corrective action.
• Skill in reviewing documentation for completeness, accuracy, and compliance with program and agency requirements.
• Skill in organizing, prioritizing, and managing multiple assignments, deadlines, audits, and reporting requirements with strong attention to detail.
• Skill in preparing clear and accurate reports, summaries, and documentation.
• Skill in providing technical assistance, guidance, and training to staff regarding data entry standards, workflows, compliance expectations, and system procedures.
• Skill in analyzing data trends, identifying patterns of error, and supporting continuous quality improvement efforts.
• Skill in using computers, Microsoft Office applications, database systems, and other technology required to perform assigned duties.
• Ability to maintain a high level of accuracy and attention to detail while working with large amounts of data and documentation.
• Ability to communicate effectively both verbally and in writing with employees, clients, community partners, auditors, and funding agencies.
• Ability to establish and maintain effective and professional working relationships with staff, leadership, funders, and external partners.
• Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive client and agency information.
• Ability to work independently while also contributing positively within a collaborative, team-oriented work environment.
• Ability to adapt to changing regulations, program requirements, technology systems, and agency priorities.
• Ability to provide professional, respectful, and courteous customer service in all interactions.
• Ability to demonstrate accountability, initiative, reliability, and a commitment to achieving agency, department, and program goals.