HSS/SSVF Data & Quality Assurance Specialist
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Skills
About the role
itle: HSS/SSVF Services Data and Quality Assurance Specialist
Location: Coos Bay, OR
Program: Essential Services
Reports to: Housing Stabilization Services Coordinator
HR Contact: hr@orcca.us
Pay Level: Specialist II 21.82-24.56 Depending in Experience and Qualifications
Staff Supervised: None
FSLA Status: Non-exempt from overtime
Effective: 10/14/2026
Position Type: Full-Time
Revised: 10/14/2026
PRIMARY PURPOSE:
The Data and Quality Assurance Specialist II supports the accuracy, completeness, and integrity of client records and program data within Housing and Veteran Services. This position conducts quality assurance reviews of client files, verifies documentation against established program requirements, and monitors data consistency across multiple systems.
The Specialist analyzes program data, tracks documentation errors and corrective actions, and prepares reports to support program evaluation, informed decision-making, and continuous quality improvement. The position also identifies opportunities to improve data management, documentation practices, and operational efficiency.
Working collaboratively with Housing and Veteran Services staff, the Specialist maintains responsibility for identifying deficiencies, verifying corrections, and supporting compliance with established program procedures. Final approval and program decisions remain with designated program leadership.
ESSENTIAL JOB FUNCTIONS (Reason position exists is to perform these functions):
- Review client files for completeness, accuracy, required documentation, signatures, and eligibility calculations before final approval.
- Conduct ongoing quality assurance reviews of active and closed client files to ensure compliance with established program requirements.
- Run HMIS reports and verify data accuracy and consistency across HMIS, SharePoint, other applicable systems, and physical client files.
- Identify documentation errors and data discrepancies, return files to responsible staff for correction, and verify corrections are completed.
- Track errors, outstanding corrections, and recurring issues; report findings and trends to the department leadership.
- Collect, organize, and analyze program data using Excel and other reporting tools to support program reporting, evaluation, and performance monitoring.
- Identify opportunities to improve documentation practices, data quality, and workflow efficiency.
- Assist with developing and updating quality assurance tools, checklists, procedures, and tracking systems, subject to leadership approval.
- Assist with internal monitoring, external audits, and program reporting as assigned.
- Maintain confidentiality and follow established data security and recordkeeping procedures.
- Conduct housing inspections in accordance with applicable standards and program requirements, document findings, communicate deficiencies, and complete follow-up inspections as needed.
- Perform other related duties as assigned.
TEAM EXPECTATIONS:
Teamwork - We join our individual strengths together creating teams and circles of cooperation to promote innovative thinking and bring opportunity to our community.
Partnerships - We create collaborative community partnerships to best leverage all resources available for the benefit of the community.
Diversity - We welcome and accept differences and honor our co-workers and clients by treating each person with equality, dignity, and respect.
Confidentiality & Ethics - We maintain a high standard of ethics and integrity to respect the confidentiality of clients and staff.
Physical Safety - We respond promptly to address health and safety needs or concerns for clients and staff.
Communications - We encourage timely, open-minded, respectful, and direct communication to alleviate controversies and foster a safe, productive workplace.
Health & Sustainability - Recognizing the importance of physical, emotional, and environmental health, we seek to inspire and model healthy, sustainable living.
Public Relations - We recognize that each of us represents the entire agency in our public interactions and strive to act in a consistently professional and unbiased manner.
Professional Growth - We provide an environment supportive to personal and professional growth, cross training, and advancement.
INDIVIDUAL EXPECTATIONS:
- Model behaviors that demonstrate an understanding, acceptance and welcoming of diversity.
- Attend staff meetings, center meetings, and/or other workshops/meetings as notified.
- Maintain a positive attitude regarding ORCCA and all its programs.
- Maintain respect and positive communication regarding all children, families and staff.
- Maintain confidentiality of client and staff information.
- Maintain open, two-way communication with staff.
- Accept suggestions and guidance from the supervisor and other management staff.
- Seek feedback on job performance and evaluate suggestions and guidance to incorporate in performance.
- Commit to further training. Develop an individual training plan using program tools, as appropriate.
- Communicate with the supervisor regarding any needed changes or concerns with work schedule.
- Adherent to agency procedures as a mandated child abuse reporter.
- Regular attendance is a requirement of the position.
- Ability to perform the job with or without reasonable accommodations.
REQUIRED KNOWLEDGE, SKILLS, AND ABLILITIES:
- Attention to Detail – Ability to thoroughly review client records, identify missing or inaccurate information, and verify documentation for completeness and consistency.
- Data Analysis – Ability to collect, organize, and interpret data using spreadsheets, basic formulas, charts, and reporting tools to identify trends and measure performance.
- Quality Assurance – Ability to review documentation against established requirements, identify deficiencies, and track corrections through completion.
- Critical Thinking – Using logic and reasoning to evaluate information, identify inconsistencies, and recommend practical improvements.
- Problem Solving – Ability to recognize recurring issues, investigate potential causes, and suggest solutions to improve accuracy and efficiency.
- Computer Proficiency – Working knowledge of Microsoft Excel, Word, SharePoint, and other electronic recordkeeping and reporting systems, with the ability to learn new software.
- Organization and Time Management – Ability to prioritize competing responsibilities, manage multiple reviews, track outstanding corrections, and meet deadlines.
- Written and Verbal Communication – Ability to clearly communicate findings, explain documentation deficiencies, and prepare understandable reports and summaries.
- Independent Judgment – Ability to work independently within established procedures, recognize when issues require escalation, and understand the limits of assigned authority.
- Confidentiality and Integrity – Ability to maintain accurate records, protect sensitive client information, and demonstrate honesty and ethical judgment.
- Collaboration – Ability to work effectively with program staff, provide constructive feedback, and contribute to process improvements.
EXPERIENCE AND EDUCATION REQUIREMENTS:
- High school diploma or equivalent required.
- Minimum of one year of experience in data management, administrative support, records management, quality assurance, or a related field.
- Experience using Microsoft Excel to organize, review, and analyze data, including formulas, sorting, filtering, and basic reporting.
- Experience working with databases, electronic records, or information management systems preferred.
- Experience reviewing records for accuracy, completeness, or compliance with established procedures preferred.
- Experience in housing assistance, human services, nonprofit organizations, or publicly funded programs preferred.
- Familiarity with HMIS, SharePoint, or similar systems preferred.
- ALL COMBINATIONS OF VOCATIONAL/POST-SECONDARY EDUCATION, EXPERIENCE, AND/OR TRAINING WILL BE CONSIDERED.
WORK ENVIRONMENT:
- Geographic Area: Coos, Curry Counties. Primary worksite: Coos Bay, Oregon.
- May move or lift items up to 51 pounds.
- Prolonged periods sitting at a desk and working on a computer.
- Primarily indoors, in a climate-controlled environment; may not have access to sunlight. Occasional activities outside in a non-climate-controlled environment.
- Potential for open workstations and cubicles with moderate to high noise; work from home where available.
- Some travel-Required ODL and proof of insurance (ORCCA Policy).
OTHER:
- Reliable method of getting to work.
- Must be free from illegal drugs, may be subject to suspicion testing.
- Must be able to pass the State of Oregon Criminal Background Check.
- A current Oregon Driver’s License is required.
- Proof of automobile liability insurance @ $100,000/300,000 liability limits and maintain such limits.
NOTE: The specific statements reflected in each section of this position description are not intended to be all-conclusive, but rather the basic elements and criteria considered being necessary in order to satisfactorily perform the duties associated with the position. Your employment with ORCCA is at will. This means your employment is for an indefinite period of time and it is subject to termination by you or Employer with or without cause, with or without notice, and at any time.
Oregon Coast Community Action is an Equal Opportunity Employer. ORCCA does not and shall not discriminate based on race, color, religion, creed, gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operation.
Please inform Human Resources at 541-435-7090 or hr@orcca.us if you require reasonable accommodation to perform the essential functions of thi