Data and Compliance Specialist - Head Start

Mid-Willamette Valley Community Action Agency; Salem (OR); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

401k with matching

Employee Assistance Program

Life insurance

Health, Vision and Dental Insurance

AFLAC coverage

Pet insurance

Continuing education

Job summary

Mid-Willamette Valley Community Action Agency in Salem, Oregon, seeks a Program Database Administrator to develop, maintain, and govern data reporting systems across Head Start programs. You will ensure accuracy, security, and timely reporting while coordinating with software vendors and internal teams.

The role emphasizes data governance, staff training, and delivering actionable insights for leadership, grant reporting, and program improvement, with a focus on regulatory compliance and quality

Qualifications

• Associate's degree required; 3 years in databases, reporting, compliance monitoring, or data management.
• Equivalent combination of education and experience may be considered.
• Driver qualifications and background checks required.

Responsibilities

• Develops, implements, and maintains data procedures to promote accuracy, security, and integrity.
• Coordinates with vendors and support to resolve system issues and updates.
• Produces reports and analyzes data for program planning and compliance.
• Supports monitoring, reporting, and quality assurance activities.
• Maintains data governance and ensures regulatory compliance.

Skills

Microsoft Office

Data analysis

Communication skills

Training staff

Interpersonal skills

Reading documents

Databases & reporting

Statistical software

Education

Associate's degree in business administration, Information Systems, Data Management, Public Administration, Early Childhood Administration, or related fields

Tools

ChildPlus

Job description

OUR MISSION:

MWVCAA invests in people and their futures to reduce the impacts of poverty

OUR VISION:

All people are respected for their infinite worth, and supported to envision and reach a positive future

MINIMUM QUALIFICATIONS

The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

• Associate's degree in business administration, Information Systems, Data Management, Public Administration, Early Childhood Administration, or related fields.
• Three years of experience working with databases, reporting systems, compliance monitoring, or data management.
• An equivalent combination of education and experience may be considered.

CERTIFICATES, LICENSES, REGISTRATIONS

• Driver qualifications are required for this position. Valid driver license, insured vehicle available for use on the job, and a satisfactory drive record for the previous three years are required.
• Successful registration with the Central Background Registry of the Child Care Division.
• Candidate must pass pre-employment physical examination, renewable every two years.
• Candidate must pass pre-employment and random drug screenings.

KNOWLEDGE, SKILLS AND ABILITIES

Demonstrated proficiency in Microsoft Office (including Outlook and Excel), videoconferencing platforms, and web tools.

• Knowledge of database management systems and data quality assurance practices.
• Ability to analyze, validate, interpret, and present information from multiple data sources
• Ability to effectively communicate with and train individuals in small or large groups.
• Demonstrated use of effective interpersonal communication skills, in written and oral form.
• Ability to read and interpret documents such as instructions, rules, and procedures.
• Proficient with databases, spreadsheets, and statistical software for managing and manipulating data.

WHAT YOU WILL DO TO SUPPORT THE COMMUNITY

This job description is not intended to be all-inclusive. Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

Program Database Administration

• Develops, implements, and maintains procedures that promote data accuracy, consistency, security, and integrity.
• Coordinates with software vendors and technical support providers to resolve system issues and implement updates.
• Evaluates system functionality and recommends enhancements to improve reporting capabilities and operational efficiency.
• Maintains data governance practices and ensures compliance with agency policies and regulatory requirements.
• Integrates information from multiple data sources to support program operations, planning, and reporting needs.
• Ensure timely and accurate reporting of data to meet federal, state, and agency requirements.
• Creates and maintains monitoring systems that track required services, performance measures, and compliance requirements.
• Presents monitoring data to leadership, identifying trends, compliance concerns, service gaps, and opportunities for program improvement.
• Serves as the primary administrator and subject matter expert for ChildPlus and other program data management systems.
• Oversees database structure, user access, system configuration, annual program setup, and system maintenance activities.
• Annually coordinates policy and procedure updates and distribution.
• Provides data, reports, and analysis to the Program Director, Board of Directors, Policy Council, and additionally for grant applications and funding opportunities.

Compliance Monitoring and Quality Assurance

• Develops and maintains monitoring systems that track compliance with HeadStart performance standards, state regulations, grant regulations, and agency policies.
• Reviews program data to identify compliance concerns, service gaps, trends and potential risks.
• Provides monitoring reports, analyses, and recommendations to leadership staff.
• Assists in the development and implementation of corrective action plans and continuous quality improvement activities.
• Supports agency readiness for reviews, audits, monitoring visits, and compliance assessments.
• Maintains documentation supporting monitoring activities and regulatory compliance.
• Monitors changes in federal, state and grant reporting requirements and assists with implementation of required updates to systems, processes and procedures.

Reporting, Assessments and Planning

• Oversees the collection, validation, analysis, and reporting of program data.
• Ensure timely completion and submission of required federal, state, local, and grant related reports.
• Coordinates and composes preparation of the annual Program Information Report (PIR), monthly enrollment reports, CSBG reports, Oregon Pre-Kindergarten reports, and other required reports.
• Utilizes data to identify trends, measure program performance, and support decision making.
• Provides data analysis and reporting support for grant applications, funding requests, program planning, and agency initiatives.
• Coordinates Annual Report to the Public by collecting data from all content areas to produce a comprehensive report.
• Ensures that all required reports are translated into Spanish and are posted on the agency website, submitted to the Program Director for funders, the Board of Directors and Policy Council.
• Coordinates annual Self-Assessment activities through the collection, organization, and analysis of program data.
• Supports Community Assessment activities and required assessment updates.
• Collaborates with leadership to evaluate program goals, objectives, outcomes, and improvement plans.

Program Support

• Participates as an active member of the Head Start leadership and support team.
• Collaborates with managers, specialists, and support staff to ensure accurate and timely collection of program information.
• Participates in meetings, committees, planning activities, and professional development opportunities.
• Supports enrollment, record management, and reporting activities as needed.
• Maintains the confidentiality, security, and appropriate use of child, family, personnel, and program information in accordance with agency policy and applicable federal and state regulations.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

PHYSICAL AND MENTAL DEMANDS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Regularly lift and/or move 25 pounds. Frequent/Occasional driving for drive required positions
• Incidental driving tasks may be requested for employees with a personal vehicle and proof of current auto insurance.

WORK ENVIRONMENT

• Mostly an indoor work environment with frequent interruptions and demands.
• Occasional remote work from home, when approved.
• Occasionally exposed to outside weather conditions.
• Ability to work outside of normal business hours, including evenings and weekends.

WHAT WE WILL DO TO SUPPORT YOU

• 401k with matching after 1 year
• Employee Assistance Program
• Life insurance
• Health, Vision and Dental Insurance
• AFLAC coverage
• Pet insurance through Metlife
• For some positions, employees may be eligible for company‑sponsored continuing education

MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender expression, age, veterans, and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process, or reasonable accommodations to perform the essential duties of the position, please notify a member of our team at [phone].

Note that compensation for each role at MWVCAA is based off a number of factors such as experience and education.

If you need ADA accommodations to apply for MWVCAA job openings, please contact Human Resources at [e-mail] or call 503-585-6232 to ask for a HR Team Member.

Child Care Division Central Background Registration and pre-employment drug screening is required.