The Program Data Specialist is responsible for managing all phases of data gathering and reporting for the Community Service Program (CSP) Grant. Responsibilities include compiling performance statistics for continuous quality improvement and tracking performance towards contracted goals, maintaining hard copy and electronic records in accordance with applicable federal, state and local regulations, and adhering to established data processing and record maintenance procedures. Duties include maintaining updated records in the database, verifying hard copy data against database entry, creating forms and tracking mechanisms, program outreach fliers, event notifications, and providing administrative support to the CSP team. Will also be responsible for processing and tracking payment requests for training and supportive service-related costs.
PRINCIPAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
· Oversees the maintenance of all internal and external unit data systems including CSP customer files, records, customer service data, training and program contracts, electronic requisitions, purchase orders, internal tracking mechanisms, reports and fiscal data directly related to customer expenditures.
· Facilitates and assists with outreach material and events including off site sessions designed to promote program availability and customer intake/registration.
· Schedules customers for CSP activities, records information on unit calendars and in database.
· Responsible for overseeing and coordinating data entry and record maintenance to produce routine reports within specified timelines to applicable staffs and management for continuous quality improvement, efficiency, and monitoring of progress towards contracted performance goals.
· Responsible for maintaining current knowledge of program regulations, management information system/internal database procedures and functions and developing record keeping and/or system processes to incorporate changes in regulations or to maintain/increase efficiency.
· Responsible for maintaining records and reporting data for individual staff, communities, and program activities and compiling comprehensive reports for continuous program and process improvements, accuracy in records and performance achievement.
· Responsible for ensuring that records are processed in accordance with program procedures and meet applicable governing regulations and internal guidelines. This includes checking data for accuracy and returning data to staff for correction as necessary to comply with contracted standards and avoid monitoring findings and disallowed costs.
· Responsible for internal review of program files to prepare for yearly internal and external monitoring.
· Responsible for maintaining updated versions of unit contracts, regulatory instructions, operations manuals, reference resources, and policies/memos issued by local, state, and federal sources.
· Assists with researching, recommending, and processing requests for approval of new material, supplies, equipment, and software, per established agency procurement policies and procedures.
· Responsible for executing mass mailings, including routine post program follow-up, applicant inquiry correspondence, and registered mail.
· Responsible for maintaining current knowledge of applicable program regulations and ensuring timely distribution to staff as well as training staff on new or updated database functions. Represents unit at all data system related training sessions and meetings to maintain up to date knowledge of systems and makes recommendations to the Project Coordinator for dissemination of information to staff.
· Responsible for gathering, verifying, and preparing for required signatures staff sign-in records, purchase orders, contracts and training agreements, transmittals, electronic requisitions, payment requests and all documents requiring approval.
· Responsible for developing and generating specialized reports as needed.
· Responsible for providing technical assistance to staff to ensure that data is entered into internal database and tracking systems and records are managed according to established policies and procedures and in compliance with program regulations.
· Assists the Project Coordinator with special projects and coordinates data with all program partners, communities, and training/supportive service vendors.
· Responsible for processing requests for all equipment service needs in accordance with established protocols to ensure equipment and systems remain operational with little or no down time. Coordinates scheduling of routine maintenance with DCC and related service providers.
· Creates and updates forms, tracking mechanisms, promotional material, brochures, flyers, announcements, posters, signs, and related documents.
· Assists with all functions of the CSP including scheduling, maintaining of unit schedules and calendars, data verification, and data entry of services and activities into database.
· Assists with program operations as needed including assisting job seekers and employers.
EDUCATIONAL AND EXPERIENTIAL REQUIREMENTS:
This position requires an associate degree or coursework in Accounting, CIS or Data Management and two (2) years of experience in managing/maintaining reports and records. Data management in Federal, State, or local job training, and/or placement programs is preferred. The Program Data Specialist is expected to possess expert level knowledge of Microsoft software, especially Excel and database operations.
This position requires extensive analytical, organizational, and problem-solving skills with a general knowledge of accounting principles, including expenditures, accounts payable/receivable, and customer data base software operations. Must be able to comprehend, analyze and apply complex programmatic regulations to systems and processes, and relay resulting changes to management and staff.
Knowledge of the State One Stop Management Information Service System and APEX reporting system, the Michigan Talent Connect system, and state and federal reference sites as well as Internet resources as they relate to employment and training programs, is preferred.
The Program Data Specialist must possess excellent interpersonal and customer service skills; must be able to adapt to various customer situations and possess strong interpersonal skills to assist customers, employers, and staffs in meeting their objectives, while complying with applicable regulations regarding record accuracy and service documentation.
The Program Data Specialist must possess excellent written communication skills and the proven ability to articulate thoughts clearly on paper with proper grammar, punctuation, and the ability to apply language rules.
SUPERVISION: None
USE OF THIS POSITION DESCRIPTION:
This job description is not intended, nor should it be construed to be an all-inclusive list of duties performed but is to serve rather, as a set of guidelines to act as a measure to assure fair and equitable pay decision regarding jobs at DCC. Individuals in this position are expected to perform other duties as requested.
