Data Specialist

Come join our team as a DATA SPECIALIST and make a difference in our community!

Founded in 2009 by the Housing Authority of the County of San Bernardino, Knowledge and Education for Your Success (KEYS) is a 501(c)(3) nonprofit organization and public-private partnership dedicated to enhancing access to supportive services for low-income residents in San Bernardino County. KEYS provides an array of services, including case management, housing assistance, and other resources to support individuals and families in achieving housing stability.

In summary, the DATA SPECIALIST is responsible for the accurate, complete, and timely entry, review, maintenance, and quality assurance of participant and program data within the Homeless Management Information System (HMIS) and other approved databases. This position supports data integrity, recordkeeping, and routine reporting for KEYS housing and homelessness programs by identifying discrepancies, coordinating necessary corrections with authorized staff, and maintaining documentation to support contractual reporting and compliance requirements.

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  Enter and update participant demographics, referrals, enrollment and exit dates, services, housing milestones, and program outcomes in HMIS and other assigned systems within established deadlines.

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  Review participant files and source documents for required information, signatures, dates, eligibility documentation, service records, and internal consistency.

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  Generate and review routine data quality reports to identify missing information, duplicate records, reporting errors, and discrepancies requiring correction.

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  Maintain data correction logs to track identified issues, responsible staff, deadlines, resolutions, and verification.

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  Assist with monthly reconciliation of referral inventories, pending referrals, active caseloads, housing placements, exits, and service activity.

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  Support preparation of HSP, CoC, HMIS, and other contractual reports by compiling validated information, reconciling data, and maintaining supporting documentation.

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  Maintain organized electronic records, report archives, and audit documentation in accordance with organizational records retention and confidentiality requirements.

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  Communicate data correction requests and deadlines to Service Coordinators, supervisors, and other responsible staff, following up to ensure outstanding issues are addressed.

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  Assist with routine data exports, spreadsheet cleanup, cross-checks, and summaries of program activities, performance metrics, and service outcomes.

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  Provide guidance and refresher training to staff regarding data entry standards, documentation requirements, HMIS workflows, and common reporting errors.

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  Collaborate with Program, Finance, and Grants and Compliance departments to support accurate reporting and ensure information can be traced to approved source documentation.

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  Attend assigned agency trainings and meetings and perform additional duties as assigned.

At least two years of experience in data entry, data quality, program recordkeeping, or reporting is required. An associate degree or relevant coursework in business, information systems, public administration, or a related field is preferred.

The ideal candidate will demonstrate strong attention to detail, accuracy, and organizational skills, with the ability to perform high-volume data entry at a minimum of 35 words per minute with at least 95% accuracy. Proficiency in Microsoft Excel, including filtering, sorting, formulas, data validation, and reconciliation, is required, along with working knowledge of Microsoft Word, Outlook, and shared electronic files.

The ability to learn and navigate HMIS, Salesforce, Smartsheet, and other program databases is essential. Previous hands-on HMIS experience is strongly preferred, as is experience working in human services, housing, nonprofit organizations, or grant-funded programs.

Candidates must possess strong written and verbal communication skills, sound judgment, and the ability to identify data discrepancies, maintain confidential participant information, meet recurring reporting deadlines, and collaborate effectively across departments. The ability to maintain accurate, organized, and audit-ready records while supporting KEYS' mission is essential.