Reporting Specialist

Job Summary: The Reporting Specialist is responsible for coordinating millions of dollars in Federal funding from HUD and supporting the life cycle and performance management of residential data (working with staff to understand the processes and importance of accurate and timely data entry, corrections, audit preparation, etc.). To support this, the Reporting Specialist(RS) ensures that timely and accurate information about Project HOME’s residents is entered into the City’s Homeless Management Information System (HMIS); that data from Project HOME’s in-house systems (ETO Efforts to Outcomes) are complete, high-quality, and available for reporting to HUD; and that required Annual Performance Reports (APR) and other reports to government funding sources are prepared and submitted on a timely basis, accurate and complete. As part of the Data & Quality Assurance program, the Reporting Specialist will help meet the organization’s ongoing and changing needs for information about programs, staff, residents, and community members. This position helps to support the agency’s reporting to government funding sources and to support PH staff by monitoring accuracy and completeness of data entry. Hours: Monday - Friday 9am - 5pm

ESSENTIAL DUTIES AND RESPONSIBILITIES

·     Oversee and maintain excellent data entry and reporting for all HUD Funded/HMIS related activities:

  Serve as the primary support and resource for staff in understanding HUD/HMIS data entry, reports and systems to ensure successful and data entry and reporting

As part of the continuous quality improvement process, monitor and help staff improve data accuracy and completeness, and develop resources to support these efforts

Complete all required reporting through use of ETO; SAGE; City MIS/ClientTrack and other systems as needed

Routinely run and maintain regular reports and follow up with individuals and managers to address missing, late, or incorrect data across sites and programs

   Run monthly HMIS Data Quality Reporting and follow up with staff to address data errors and issues prior to submission to the City

Report on performance measures as a part of the APR process, communicating back to managers about why they were missed and helping the organization take corrective action,

Maintain and document the APR reporting and submission process, including documentation of HUD program configurations, relevant contract and reporting requirements

Oversee the successful completion annual HUD and City HMIS annual reporting requirements including Renewal Applications, NOFA, Sheltered PIT   count as required

·       Troubleshoot data entry errors, making corrections to the database when necessary.  Resolve ETO help tickets and support as relates to HUD and HMIS, provide backup support for other help tickets, ETO reporting, and ETO changes in general.

·       Maintain data about all Project HOME residents (as required) in the City’s HMIS system and internal ETO system as needed; reflect new and changed records in HMIS on a daily basis

Develop and document the process for duplicate data entry in ETO and the City HMIS system

·       Complete all required HMIS transfers in the City’s HMIS system, track all progress and work with staff to ensure timely and accurate processing of requests. Maintain documentation of transfer request process.

·       Ensure consistent compliance with internal data standards; conduct a “mock APR” process to ensure data quality at non-Continuum of Care (CoC) sites

·       Serve as the liaison with the City Office of Homeless Services for all HUD and City HMIS related requirements  

·       Support departmental administrative and tracking activities including but not limited to: agendas and notes for department meetings, report reviews, training participation, office hours, and regular monitoring of weekly, monthly, and quarterly reports

·       Other duties as assigned

 MINIMUM QUALIFICATIONS

·       Bachelor’s degree or equivalent education and experience

·       3 years relevant experience

·       Proficient in Microsoft Excel and other relational data systems

·       Extremely detail-oriented and able to manage projects and meet deadlines

·       Customer-service oriented, highly responsive to program staff needs

·       Ability to communicate database information in a way that makes the system accessible to other users

·       Strong analytic skills, highly organized, capacity to take initiative, prioritize duties, and work independently

PREFERRED QUALIFICATIONS

·       Prior experience working in an environment with a high degree of data discipline

·       Experience with ETO or other client or case management system(s)

·       Knowledge of HUD, housing, and/or homeless programs

Project HOME is an Equal Opportunity Employer