Data Systems Specialist - ARCHES

Mid-Willamette Valley Community Action Agency; Salem (OR); On-site; USD 65,000 - 85,000; Full time

Job summary

Mid-Willamette Valley Community Action Agency in Salem, OR seeks a Data Systems Specialist to oversee HMIS, grant management, and other data platforms, ensuring program operations align with HUD/state requirements and agency policies.

The role supports auditing, monitoring, training, and reporting for CRP/HYS/CARS, assists subrecipient monitoring, and helps ensure data quality, integrity, and compliance across multiple programs.

Qualifications

• High school diploma or GED required.
• Three years of data systems experience or training.
• Equivalent combo of education and experience may be considered.
• Proficiency with data systems, databases, and web-based apps expected.

Responsibilities

• Develops, configures, implements, and maintains multiple agency data systems.
• Collaborates with programs to assess operational and reporting needs.
• Administers HMIS and data management systems for program evaluation.
• Ensures data systems integrate with tools and workflows; performs testing.

Skills

Data systems management

Data analysis

Regulatory compliance

Data governance

Training & support

Auditing

Reporting

Data integrations

Problem solving

Education

High school diploma or GED

Three years data systems experience

Tools

Power BI

HMIS

Job description

OUR MISSION:

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

OUR VISION:

We envision a just future, where our communities are empowered to reach positive outcomes and everyone is respected for their infinite worth.

GENERAL DESCRIPTION

The Data Systems Specialist is a key role within the agency, responsible for overseeing the implementation and management of various data systems. This grant‑funded position is renewable based on the continuation of project funding. The individual in this role is an integral member of the Data and Compliance team, working to ensure the data systems are effectively implemented, managed, and used to support program objectives. In addition to system oversight, this position will assist with auditing, compliance, training, and reporting for CRP/HYS/CARS - ensuring these programs are aligned with regulatory requirements and agency policies. The individual will also provide limited grant‑related support by assisting with subrecipient monitoring activities, documentation review, and data verification to help ensure grant compliance and data integrity.

MINIMUM QUALIFICATIONS

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

EDUCATION and/or EXPERIENCE

• High school diploma or GED.
• Three years of data systems experience and/or training in systems.
• An equivalent combination of education and experience may be considered.

CERTIFICATES, LICENSES, REGISTRATIONS

• Driver qualifications are required for this position. Valid driver's license insured vehicle available for use on the job, and a satisfactory drive record for the previous three years are required.
• Candidate must pass a comprehensive MWVCAA background screening prior to employment.
• Candidate must pass pre‑employment and random drug/alcohol screenings.
• Basic Life Support/First Aid Certification is required within first 30 days of hire.

KNOWLEDGE, SKILLS, AND ABILITIES

• Advanced proficiency in computerized data systems, databases, and web‑based applications, with the ability to independently manage, configure, and troubleshoot complex, multi‑system environments.
• Expertise working with large‑scale datasets and modern data management/analytics tools (i.e. Power BI or similar reporting tool), with the ability to analyze trends, identify risks, and inform compliance and program decision‑making.
• Strong analytical skills with the ability to review, validate, interpret, and reconcile data across programs to ensure accuracy, integrity, and compliance with program, grant, and regulatory requirements.
• Knowledge of federal and state regulations, grant requirements, and agency policies related to data collection, reporting, monitoring, and compliance.
• Demonstrated expertise in designing, configuring, and optimizing data systems to support complex operational, compliance, and reporting requirements.
• Knowledge of and experience applying data governance principles, including data definitions, validation rules, access controls, and data quality standards.
• Advanced analytical capability to identify systemic data quality, compliance, and reporting risks and recommend corrective or preventive actions.
• Capacity to serve as a subject‑matter expert for agency data systems and provide consultative guidance to program leadership and stakeholders.
• Proficiency in evaluating system performance and effectiveness, including identifying opportunities for automation, enhancement, and improved usability.
• Ability to manage system changes, including application of system updates, policy changes, or new reporting requirements.
• Ability to conduct monitoring and auditing activities, including review of documentation, identification of compliance issues, and support of corrective action processes for programs and grant subrecipients.
• Effective written and verbal communication skills, including the ability to prepare reports, document findings, develop guidance materials, and provide training or technical assistance.
• Excellent organizational, planning, and time management skills, with the ability to work independently, manage competing priorities, and maintain confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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

• Develops, configures, implements, and maintains multiple agency data systems (including HMIS, case management systems, grant management systems, and other data management platforms) to support program operations, compliance, and organizational goals.
• Collaborates with agency programs to assess operational and reporting needs and translates those needs into data system functionalities.
• Seeks out and collaborates with external software program developers to explore, add, and refine data systems that effectively serve programming needs.
• Administers and works within HMIS and other data management systems to evaluate agency programs and subrecipient data quality, ensuring compliance with HUD, state, and agency data standards and reporting requirements.
• Ensures data systems integrate effectively with existing tools, workflows, and processes; performs system testing and troubleshoots issues during development and implementation.
• Takes locally‑housed data from various agency programs to compile and synthesize data needed for the annual CSBG report. Follows up with programs to validate and/or collect additional data as necessary.
• Analyzes data to create and distribute data quality reports to Program Managers to assess data quality performance, addressing potential issues.
• Develops ways to automate reports and to improve end‑user ease of use.
• Maintains a grant management data system for subrecipients.
• Responds to tickets submitted by subrecipients.
• Serves as the primary point of contact for system users, providing technical assistance including troubleshooting user issues, resolving data entry challenges, and addressing program‑level system concerns.
• Designs, develops, and delivers training materials and resources (e.g., user manuals, presentations, video tutorials), and conducts live and virtual trainings for staff and subrecipients.
• Provides ongoing training and technical support through one‑on‑one or group sessions, and develops sustainable support resources such as helpdesk processes, FAQs, and online reference materials.
• Assists with auditing, monitoring, and compliance activities, including review of data, documentation, and system usage for agency programs and grant subrecipients.
• Assists in drafting contracts and/or Memoranda of Understanding (MOUs) with external subrecipients and support subrecipient onboarding and training to ensure compliance with agency, HUD, and Oregon Housing and Community Services requirements.
• Monitors subrecipient compliance, data quality, and spend‑down rates, and assists Program Managers with internal program compliance and reporting standards.
• Maintains confidentiality and data security while exercising sound judgment in system access, reporting, and compliance activities.
• Complies with MWVCAA safety, personnel, attendance, and punctuality policies, and attend required training necessary to perform essential duties.

PHYSICAL AND MENTAL DEMANDS

• Specific vision abilities are required of this position. Frequently required to hear and speak.
• Frequently lift up to 25 pounds; Occasionally lift up to 50 pounds.
• Manual dexterity for handling computers, devices, and office equipment.
• Frequent driving in all weather conditions to perform duties at Agency sites or client locations.
• Regulates emotions and handles pressure of frequent demands for attention, time and work tasks.
• Requires moderate planning, resourcefulness, and creative thinking with assistance from a direct supervisor.

WORK ENVIRONMENT

• Regularly works indoors and outdoor in cold weather, heat and other extreme climate events.
• Close quarters, often with a client population experiencing homelessness, substance us disorders, and/or severe and persistent mental illness, and/or unpredictable behavior.
• Frequent interruptions and demands; frequent noise.
• Occasional exposure to trash, bodily fluids, and malodorous air.
• On‑site work required. Occasional evening and weekend work may be required as needed.

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].