Data Specialist

Golden Route Operations, LLC; Santa Rosa (CA); On-site; USD 37,000 - 41,000; Full time

Job summary

The Data Specialist at Catholic Charities Northwest California in Santa Rosa supports agency data systems, reporting, data quality, and quality improvement. You will assist end-users, train staff, and monitor data accuracy, privacy, and compliance across programs.

Responsibilities span data systems, reporting, CalAIM support, and data visualization. You’ll collaborate with program staff, maintain documentation, and contribute to program operations and continuous improvement.

Qualifications

• Associate degree and two years’ work experience in a Human Services field; data/ reporting experience preferred.
• Two years’ experience with data collection, reporting, or training.
• Experience with HMIS, ETO or similar systems preferred but not required.
• Proficient in Microsoft Excel for data cleaning and reporting.

Responsibilities

• Data systems and program support: operate databases, training staff, monitor data quality.
• Training and technical assistance: develop guides, deliver trainings, assist end-users.
• Reporting and data analysis: produce routine and ad hoc reports, create dashboards.
• Quality Improvement: support QI processes, track PDSA cycles, assist with improvements.
• CalAIM support: cross-train and assist ECM/Community Supports requirements.
• Specialty focus areas: HMIS, DataLink, and reporting for agency programs.

Skills

Data analysis

Training

Data systems

Excel

Reporting

Education

Associate degree

Tools

HMIS

DataLink

Apricot

Clarity

Job description

• Location 987 Airway Court,Santa Rosa, CA, 95403,United States
• Base Pay $27.00 - $30.00 / Hour
• Job Category Data and System Integration
• Employee Type Non-Exempt
• Required Degree 2 Year Degree
• Travel 10%
• Manage Others No

Position Summary

The Data Specialist works within the Data Integration and Quality Improvement team to support agency data systems, reporting processes, data quality initiatives, and quality improvement activities. The position serves as a subject matter resource in assigned specialty areas and works closely with program staff to ensure accuracy, completeness, and effective use of data. The Data Specialist supports database end-users through technical assistance, workflow implementation, training, reporting, data quality monitoring, and quality improvement activities. The position may focus on technical assistance, data quality training, reporting, CalAIM support, or other agency priorities as assigned. Data Specialists are expected to cross-train in multiple areas and provide backup support to other members of the Data Integration and Quality Improvement team. The Data Specialist may supervise data volunteers.

Dimensions

Staff : Supervision (0), Direct Reports (0), Volunteers (1-2)

Agency-wide Committees: Quality Improvement

Essential Functions

Data Systems and Program Support

1. Employ expert knowledge of assigned databases, program workflows, reporting requirements, and related agency procedures.

2. Support implementation of program workflows within designated systems and ensure staff are trained appropriately.

3. Monitor program data quality using reports, audits, and validation tools and work directly with staff to correct errors.

4. Complete data and privacy compliance checks quarterly.

5. Support agency data collection processes and ensure compliance with required standards and procedures.

6. Maintain documentation related to workflows, procedures, reporting, and system usage.

Training and Technical Assistance

1. Provide technical assistance and support to database end-users.

2. Create and maintain training materials, user guides, reference documents, and recorded training content.

3. Conduct one-on-one and group trainings, including new staff onboarding, weekly office hours and refresher training. Use individualized training plans to conduct data training by position.

4. Support the agency's help ticket system and respond to requests in a timely manner.

Reporting and Data Analysis

1. Produce monthly, quarterly, annual, and ad hoc reports using agency databases and reporting platforms.

2. Extract, validate, clean, analyze, and summarize data using Excel and other reporting tools.

3. Develop tables, dashboards, charts, and data visualizations.

4. Identify trends, data quality issues, gaps, and opportunities for improvement through review of agency data. Communicate findings and recommendations to supervisor.

5. Support program staff in completing grant and contract reporting requirements.

6. Assist staff in understanding report definitions, calculations, and methodologies.

Quality Improvement

1. Support the Quality Improvement (QI) process through reporting, and outcome tracking.

2. Track and monitor Plan-Do-Study-Act (PDSA) cycles and quality improvement initiatives.

3. Train program staff in quality improvement concepts, tools, and reporting requirements.

CalAIM Support

1. Cross-train in CalAIM Enhanced Care Management (ECM) and Community Supports program requirements.

2. Support CalAIM operations through eligibility verification, documentation review, TAR preparation and submission, data entry, and other assigned support activities.

Specialty Focus Areas

1. HMIS

• HMIS User Account Management
• HMIS Training and technical assistance
• Reporting as assigned

2. DataLink

• DataLink User Account Management
• DataLink Training and technical assistance
• Reporting as assigned

3. Reporting and Quality Improvement

• Agency reporting, identify data trends and reporting gaps
• Data visualizations and published reports
• Quality improvement reporting and PDSA tracking
• Training, technical assistance and support to staff completing reports
• CalAIM eligibility review and TAR submissions

One Agency

1. Participate in professional development activities related to data systems, reporting, quality improvement, and program operations.

2. Support the Mission, Vision, and Values of Catholic Charities in the performance of all duties.

3. Ability to perform essential job functions with or without reasonable accommodation.

Note: Catholic Charities considers this position to be a mandated reporter of child abuse and elder abuse.

Other Responsibilities

1. Work with Diocese of Santa Rosa and local parishes as appropriate and requested.

2. Perform other related duties as assigned.

Agency Culture

It is essential that all employees of Catholic Charities aspire to the following:

• A commitment to the agency’s mission, vision, and values.
• A commitment to excellence in everything we do.
• A commitment to performance and quality improvement.
• A commitment to outcomes and measured results.
• A commitment to innovation and to what is possible.

Education, Experience & Skills Required

1. Associate degree and two years’ work experience in a Human Services field; one to two years’ experience working with data collection, reporting, technical assistance, or training required; two or three years additional experience in data management may substitute for associate degree.

2. At least two years’ experience working in a case management database, electronic health record or similar system. Experience using a Homeless Management Information System (HMIS), Efforts to Outcomes (ETO), Apricot, or Clarity preferred but not required.

3. Experience training others in the use of technology, databases, or information systems using a variety of training modalities, including one-on-one coaching, group instruction, written guides, and recorded tutorials.

4. Intermediate skills in Microsoft 365 applications. Demonstrated intermediate experience using Excel to clean data and produce reports.

5. Knowledge of privacy and confidentiality best practices required. Demonstrated experience managing data under HIPAA preferred.

6. Demonstrated knowledge of the full data lifecycle and experience working with a variety of data sources, including data collection, data quality management, validation, cleaning, reporting, visualization, and the use of data to support operational and quality improvement initiatives.

7. Ability to work closely with other employees to ensure a positive and constructive environment within the program or department and throughout the Agency.

8. Demonstrated ability to prioritize responsibilities and handle concurrent tasks and projects in various stages of completion.

9. Strong written and verbal communication; organization, conflict resolution and problem-solving skills. Ability to produce accurate and thorough work and to monitor work for quality.

10. Ability to prioritize and plan work activities to use time efficiently.

11. Dependable, able to follow instructions, respond to management direction and to use feedback to improve performance.

12. Ability to make appropriate decisions based on training and experience when faced with multiple options.

13. Excellent interpersonal skills, cooperative, friendly, proactive, and helpful attitude with clients and co-workers throughout the Agency.

14. Passion and enthusiasm for the mission of Catholic Charities and its clients.

15. Valid driver license and at least state required minimum of automobile insurance, clear DMV driving record and ability to provide own transportation. Must be willing and able to travel between agency sites.

16. Must pass DOJ background clearance (fingerprinting) in accordance with the Diocese of Santa Rosa’s policies prior to start of employment.

17. Bilingual (English/Spanish) preferred but not required.

Job Analysis/Job Description Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee is often required to stand, walk, travel, and stoop or bend. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to sit or stand for extended periods while using a computer.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent incoming telephone calls, scanners, and copiers as well as a wide range of clients or at times clients in distress contribute to a noise level of average to above average.

Equal opportunity employer

Catholic Charities of Northwest California is an Equal Opportunity Employer, seeking the best and brightest. Our organization does not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, disability, age, marital status, membership or activity in a local human rights commission, or status with regard to public assistance. We support, educate, create opportunities for, and ensure the wellbeing of our staff for the betterment of those most in need.

CCNWC participates in E-Verify, an Internet-based system that compares information entered by an employer from an employee’s Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and the Social Security Administration to confirm employment eligibility.