Data Entry Specialist at Tracy Community Connections Center Inc

Tracy, California, United States -

Full Time

Start Date

Immediate

Expiry Date

14 May, 26

Salary

23.0

Posted On

13 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Data Entry, System Management, Data Integrity, Confidential Information Management, Microsoft Excel, Database Management, Electronic Client Records, HMIS, Data Quality Audits, Reporting, HIPAA Compliance, Attention To Detail, Organizational Skills, Time Management, Problem-Solving, Communication Skills

Industry

Non-profit Organization Management

Description

Description 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 QUALIFICATIONS Education & 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 & BENEFITS Salary 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 REQUIREMENTS Background & 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.

Responsibilities

The Data Entry Specialist is primarily responsible for accurate and timely data entry, management, and reporting across electronic systems supporting housing and community support programs, ensuring compliance with state and federal reporting requirements. This role involves maintaining data integrity by entering client, service, and outcome data into systems like ECR and HMIS, processing billing information, and generating various reports.