Data & Compliance Specialist

Classification: Non-Exempt

PURPOSE: Under the supervision of the Director of Compliance and Quality Improvement and Operations, this position: provides analysis and reports on data contained in various information systems; works with staff to maintain accurate data entry; provides quality control checks for accuracy and completion of all required data entry; and provides support to all CHGA departments to meet all city, state and federal regulations, requirements and compliance while adhering to industry best practices, CHGA’s policies and procedures, and Covenant House International’s (CHI’s) unifying policies and data standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Covenant House Georgia reserves the right to unilaterally modify, remove, or add to any of the following: Data Responsibilities:

• Manage all administrative tasks within our Efforts-to-Outcomes (ETO) database software, including adding users, changing permission levels, creating touchpoints/forms, running reports, and cleaning data entry.
• Create “how-to” guides and video tutorials on ETO and Client Track (HMIS database).
• Provide training, technical support, and assistance to all staff using ETO and Client Track.
• Ensure that data entry processes meet timelines and benchmarks for grant, program, and departmental compliance.
• Collaborate with all staff to advance data entry efforts, systems, policies, and processes to improve overall data quality.
• Perform statistical analysis to generate comparative reports that display historical data and trends for grant proposals, tracking, and monthly and quarterly meetings.
• Maximize the potential of ETO software, by ensuring data quality, advancing data collection methods, building reports, and conducting internal audits and analyses.
• Create visually appealing and compelling dashboards and reports that predict trends and show patterns by using qualitative and quantitative data.
• Serve as the CHGA’s point-of-contact for ETO and Client Track and other relevant database systems; Disseminate information to all staff on updates to each software.
• Conduct and utilize comparative analysis of data and research best practices to recommend outcome-driven solutions
• Work with ETO administrators from all Covenant House sites to advance and diversify data collection methods and ideas, including monthly virtual meetings hosted by CHI.
• Oversee data cleansing processes within ETO and Client Track software, collaborating closely with program leadership to uphold robust data integrity, rectify inaccuracies, support departmental requirements, and optimize operational efficiency.
• Plan, coordinate, and execute small and large group training sessions on ETO, Client Track, and any other relevant database systems regularly.
• Produce the bi-monthly CQI and Operations board report, collaborating closely with program leadership to validate data accuracy and maintain consistency in their board reports.
• Compile and assess data to generate CQI and Operations monthly departmental reports, which is presented to the Senior Leadership team at least monthly.
• Serve as the ClientTrack Administrator for the organization and on the Atlanta HMIS Data Quality Committee.
• Frequently revise and maintain the Data Integrity Plan to establish, communicate, and uphold data entry and quality requirements in alignment with regulatory standards.
• Plan, organize, and manage the annual Point-in-Time count data entry on behalf of CHGA.

Compliance Responsibilities:

• Assist the Director of Compliance & Quality Improvement and Operations with preparation for all audits from funders, regulatory bodies, and/or accreditation entities, including the creation of any necessary checklists and procedures.
• Oversight of the regulatory compliance for community-based programs including but not limited to Street Outreach Program and Office of Victims of Crime programming.
• Attend all grant required training and technical assistance meeting for community-based programs.
• Identify any discrepancies related to policy and procedures formation, revisions, implementation, and compliance.
• Prepare accurate spreadsheets and reports on incidents, identifying any critical trends, concerns, or problems that need to be considered.
• Conduct at least quarterly random case record audits and other internal quality audits of assigned programs.
• Prepare reports of internal audit findings with the analysis of trends and recommendations for corrective and preventive actions.
• Act as the Compliance Officer for specified departments' data quality, as delegated by the Director of CQI and Operations. Responsibilities include monitoring and mitigating risks, conducting monthly risk assessments, and ensuring adherence to both regulatory and organizational requirements.
• Oversee all facets of the Language Access Plan (LAP), which involves administering an annual staff survey and updating the plan every three years.
• Develop, implement, and oversee comprehensive measures to safeguard Protected Health Information (PHI) of young adults within our internal databases, ensuring compliance with HIPAA and other relevant data protection regulations.
• Manage the process of generating and disseminating employee identification badges, including capturing staff photographs, printing badges, and programming the badge into the corresponding system.

Additional Responsibilities:

• Uphold CHGA’s standards of conduct, policies, and procedures and CHI’s unifying policies at all times.
• Model appropriate, professional behavior to establish and maintain superior services to youth in a safe and inviting atmosphere.
• Participate in other CHGA programs and activities as required.
• Establish and maintain an effective working relationship with co-workers, supervisors, representatives of other agencies, and the public.
• Effectively communicate, verbally and in writing, with both internal and external individuals and/or businesses.
• Respond in a timely manner to data and compliance-related emergencies and resolve issues.
• Demonstrate the ability to:
• ability to work independently and as a team player.
• work a flexible schedule as needed.
• work standing, walking, and/or sitting a minimum of 8 hours per day/shift.
• drive agency or personal vehicles to transport items and persons (valid Georgia Driver’s License with acceptable driving record required).
• travel as needed for training or to fulfill job requirements
• Maintain strict confidentiality when working with sensitive information.
• Perform all other duties as assigned.

SUPERVISORY DUTIES: Not applicable.

EDUCATION & EXPERIENCE: Bachelor’s degree in information systems, social or health sciences, or a related field; two years’ experience in quality improvement, program evaluation, and/or administration or prior experience reviewing case records and analyzing and reporting quantitative and qualitative data is required; Proficiency in Google, Microsoft Office applications (Word, Excel, PowerPoint), Internet and Database Applications.

Further, this job description does not state or imply that this is a contract between the individual in this position and Covenant House.