Data Entry Specialist - Kerrville

JOB PURPOSE

The Data Entry Specialist ensures accurate, timely, and complete data collection, entry, reconciliation, and reporting for all case management services within the Disaster Case Management (DCM) program. This role supports Case Managers, Supervisors, and Program Leadership by maintaining data integrity, generating reports for internal use and external contract compliance, and reconciling program data across multiple platforms. The Specialist plays a critical role in supporting program accountability, transparency, and performance tracking. The Specialist also manages advanced data analysis in Excel, including formula creation, pivot tables, and dashboards, and assists with the preparation and submission of PERs (Performance Evaluation Reports) to meet contract requirements.

ESSENTIAL JOB RESPONSIBILITIES

Data Entry & Accuracy

· Enter case and outcome data into the DCM database (initial entry, updates, corrections, and closure).

· Perform regular reconciliation of database entries with physical files and case manager documentation. KPI: Maintain 98% or higher accuracy rate in data entry; complete all assigned data entry within 2 business days of receipt.

Data Quality & Reconciliation

· Review and monitor data quality within the case management database.

· Use monitoring tools to verify completeness and accuracy of electronic case files.

· Support reconciliation of physical files with electronic records to ensure compliance with FEMA/state standards. KPI: Perform weekly data quality checks; achieve zero critical errors in monthly reconciliation audits.

Reporting & Performance Tracking

· Compile, format, and submit reports for Program Managers, funders, and contract monitors.

· Track key performance indicators (e.g., number of active cases, service plan completion, timeliness of IRP updates).

· Prepare ad-hoc reports using Excel, Access, or other reporting tools. KPI: Deliver 100% of recurring reports by established deadlines; ensure 100% alignment between database reports and reconciliation logs.

Administrative & Program Support

· Document daily program activities such as appointment tracking, offsite meetings, and updates.

· Provide clerical support including filing, scanning, and organizing records.

· Assist with staff data management tasks, special events, or projects. KPI: Complete 100% of administrative tasks by deadlines; maintain a 95% staff satisfaction rating on timeliness and support.

Continuous Improvement & Collaboration

· Work closely with Case Managers and Supervisors to resolve discrepancies and improve data collection processes.

· Recommend process improvements to strengthen data accuracy, reconciliation, and reporting efficiency. KPI: Submit at least 2 process improvement recommendations annually; implement approved improvements with measurable impact on efficiency.

Mission-Driven Service

· Demonstrate exceptional customer service by ensuring data supports effective client service delivery.

· Uphold the mission to “Empower people to build better lives for themselves, their families, and their communities.”

KPI: Ensure data supports 85% or higher client satisfaction rating on overall service delivery as reported through program monitoring.

ESSENTIAL QUALIFICATIONS

EDUCATION: High School Diploma required. Certifications or