Data Coordinator

Job Title:             Data Coordinator

Program:             CES Families

Reports To:         Director of Regional Coordination            

Valley Oasis Coordinated Entry System provides comprehensive services designed to address the root cause of poverty and homelessness within SPA 1 of Los Angeles County. Clients may be mentally ill, have intellectual developmental disabilities, substance abuse issues, and chronic medical/physical disabilities, exiting institutions and are homeless.

Under direct supervision of the CES Director of Regional Coordination, the Data Coordinator will monitor, correct, and validate input of Homeless Management Information System data and Apricot DV database. Ensure continuous data improvement and compliance with CES Families program requirements. Generates reports of program staff activity and outcomes through HMIS and other databases as needed.

Essential Job Functions:
  • Support the agency’s data collection and monitoring processes so that agency’s data can continue to meet local and federal funders’ data standards
  • Understand data elements that are required for contractual reports, internal/external audits, and agency outcomes.
  • Maintain homeless database and generates weekly and monthly reports as required for program compliance or as needed for other data-driven operations, outcomes and benchmarks
  • Works in collaboration with FSC intake staff to maintain accurate and updated Families Program tracking logs
  • Provide guidance, monitoring and facilitation of data entry, data tracking and case file archiving process
  • Works in collaboration with FSC staff, Housing Navigators, Bridge program staff and leadership staff to make any data corrections, form revisions and provide staff training on documentation standards/updated procedures as per Families Program to ensure compliance of funders set guidelines
  • Work actively with Supervisor to stay current with technical and administrative duties, monitor LAHSA website for program training and data updates and communicate to program leadership regarding any necessary updates
  • Interpret monthly program based reports for Crisis Housing-motel/hotel, Rapid Rehousing, and Prevention, tracking enrollments, exits, destinations, and housing placement dates, mental health and substance abuse referrals.
  • Generate bi-weekly program based reports to monitor enrollments and potential exits for Rapid Rehousing, Crisis Housing, Bridge Housing and Prevention  programs to identify numbers of upcoming open slots to report to community partners during Families Care Coordination meetings  
  • Maintain DPSS-CES for family’s monthly participant eligibility tracking log
  • Streamline DPSS Re-clearance process to ensure funding source data is updated monthly for HSP reporting purposes
  • Review and ensure monthly status assessments are entered in data systems accordingly to ensure services are ready for validation each month 
  • Review, correct Rapid Rehousing and Prevention focused data, outcomes and performance requirements 
  • Review, correct and validate LAHSA reports: Quarterly Contract Performance Report’s (CPR), monthly MMR’s, monthly manual HSP report, monthly Benefits Tracking Log
  • Responsible for web-based document submission through Fileshare for all CES for families reports 
  • LAHSA point of contact for CES Families program data and report related inquiries and interpretation
  • Work with Supervisor in entering financial data and maintain integrity of program financial tracking log
  • Responsible for requesting financial ledger for report purposes, compare financial entries against tracking log and HMIS/Apricot monthly entries
  • Ensure any re-classed check requested are adjusted on financial tracking log, and service entries are corrected accordingly in client database
  • Work with Supervisor in identifying and managing trends in staff performance
  • Runs regular progress reports, and other reports as required by Supervisor; creates customized reports to support program management and to provide other needed information on request
  • Develop new methods and procedures for data collection to be accurate and accessible for CES Families
  • Audit digital files for data accurateness and cross reference entered services to ensure contractual compliance
  • Support other departments within the CES programs as necessary
  • Works in collaboration with Bridge Housing Coordinator with interpretation of program based reports to ensure services and bed nights are entered accurately and in a timely manner and bed occupancy benchmarks are being met
  • Responsible for reviewing and tracking all Crisis Housing Motel Requests
  • Attend funder meetings/trainings and community events as required by supervisor to maintain network of resources and services
  • Completion of ad hoc reports as required by program funder
  • Maintain strict client data and agency confidentiality
  • Participate in staff meetings, individual and group supervision, case conferences and training as required
  • Adhere to agency policies and procedures including confidentiality, child abuse reporting, and code of ethics
  • Additional tasks, projects and or responsibilities as assigned by Supervisor that are not outlined but which are an important part of the agency’s goals and/or program outcomes
Knowledge, Skills & Abilities:
  • Clear understanding of the concepts of Housing First, Harm Reduction, Trauma Informed Care, Motivational Interviewing, and the Coordinated Entry System
  • Knowledge of issues facing homeless individuals (e.g. chronic health, substance abuse, mental health, domestic abuse and resources for undocumented individuals)
  • Knowledge of resources including legal, medical, housing, educational and social service agencies and other resources in the community
  • Knowledge and understanding of policy, systems, and local programs that impact homeless persons and related public funding sources, regulations, requirements, and procedures
  • Knowledge of best practice models for assisting homeless people with varying degrees of needs/conditions and have a strong understanding of contractual requirements/compliance and applicable performance measures
  • Ability to respond quickly and effectively to individuals who may be ill, using substances, lack of personal care, in crisis situations and/or potentially hostile situations
  • Ability to deescalate aggressive/agitated individuals
  • Ability to work with a diverse population and provide culturally competent advocacy
  • Must be able to exercise initiative, independent good judgment, flexibility, discretion, and solid decision making
  • Must be able to successfully manage multiple priorities, meet deadlines, adjust to changing; circumstances, and demonstrate confidence working with diverse stakeholders
  • Ability to handle common problems without supervisor intervention while knowing when supervisor participation is warranted
  • Work effectively under conditions of limited supervision, high stress and rapidly changing situations and circumstances
  • Demonstrate the ability to utilize strong judgement and interpersonal skills to manage sensitive client interactions including with those who may be in distress with acute illness, substance use issues, co-morbidity of behavioral and physical health issues in addition to homelessness
  • Project a professional demeanor and a high level of professionalism when dealing with sensitive matters
  • Promote cooperation and commitment within a team to achieve goals and objective; collaborate with team members, sharing ideas and differences openly; be receptive to new ideas and adapt to change as necessary
  • Outstanding communication skills, both written and oral; must communicate professionally and positively with participants, co-workers, management, community partners, employers, landlords, and other service providers
  • Strict confidentiality must be observed as it relates to participant information, agency business, program decisions and all other personal information
  • Consider the impact of personal and professional choices. Consistently make decisions in keeping with organizational values and Supervisor’s direction
  • Excellent organizational skills and the ability to follow through from beginning to end on tasks
  • Proficient with office communication equipment and machines (telephone, copier, calculator, fax machine, personal computer, laptop, computer printer and scanner).
  • Proficient in use of laptop/desktop computer, Microsoft Windows and Office software programs (Word, Excel, and PowerPoint) and Google drive
  • Strong time management skills and the ability to multi-task and prioritize in a fast-paced environment, while exercising sound judgment.
  • Able to accommodate urgent deadlines
  • Superior oral and written communication skills, including ability in drafting, review, feedback and editing
  • Maintain professional boundaries and work collaboratively with participants, volunteers and staff Ability to communicate effectively orally and in writing;
  • Accountability – be on time for scheduled shifts;
  • Use of a personal vehicle may be required to travel in and around Antelope Valley and/or Los Angeles County and periodically transport participants
  • Accountability/Punctuality – be on time for scheduled shifts
  • Be able to read and write English
  • Bilingual Preferred but not required.
Qualifications & Experience:
  • High School Graduate or equivalent
  • Minimum one year experience in data base knowledge
  • Experience with Homeless Management Information System (HMIS)
  • Experience with homeless, vulnerable and/or diverse population
  • Experience in managing detailed reports
Agency Requirements:
  • Must have a valid California Driver’s License;
  • Reliable transportation;
  • Auto Insurance;
  • Clean driving record;
  • Employee will be required to complete a TB test, Background check, drug screen (employment pending on drug screen, background check and DMV report review), 72-hour Domestic Violence/Sexual Assault training and CPR/First Aid certification.
Physical Demands & Work Conditions
The following are work conditions that one may encounter in the course of performing their job duties:
  • May be in contact with individuals in crisis who may be ill, using substances and/or not be attentive to personal hygiene and safety for themselves
  • May experience unpleasant sensory demands associated with an individual’s use of alcohol and drugs, and lack of personal care
  • May experience crisis situations and potentially hostile situations, must be ready to respond quickly and effectively.
An employee is required to:
Walk and climb stairs; Handle, grasp and feel objects and equipment; Reach with hands and arms; extend both arms above the head and/or reach below the waist; Communicate ideas and information verbally and written word; Be able to move oneself quickly and easily from place to place; Repeat various motions with hands, wrists, fingers; Climb on stools, steps and/or ladders; Be subject to outside environmental conditions, including but not limited to: Rain, heat, wind.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. If accommodation(s) are required, employee must inform Human Resources by the first week of employment. If an accommodation is not required at the time of employment, but is later required, you must inform Human Resources at the time it is needed.

Health Employee Assistance Plan Paid Sick
Dental AFLAC Paid Vacation
Vision Cafeteria 125 Plan Personal Days
Acupuncture/Chiropractic Retirement Plan  
Life Insurance 14 Observed Holidays  

Monday – Friday 8am – 5pm (may require varied hours, if needed) 

An Equal Opportunity Employer: Selection will be based solely on merit and will be without discrimination because of age, race, sex, religion, national origin, marital status, sexual orientation, mental or physical disability. Send Us Your Resume for This Job
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Valley Oasis is a community based organization dedicated to eliminating social and domestic violence and homelessness through community awareness, intervention, prevention, safe shelter, and supportive services.

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For more than 33 years, Antelope Valley Domestic Violence Council, now known as Valley Oasis, has devoted its energy to passionately advocating for the hurt, needy and politically under-represented members of the Antelope Valley.

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