DescriptionAbout Swords to PlowsharesFounded in 1974, Swords to Plowshares is a community-based not-for-profit organization that provides counseling and case management, rapid re-housing and eviction prevention services, employment and training, supportive housing, and legal benefits assistance for low-income, homeless and at-risk veterans in the San Francisco Bay Area. Swords to Plowshares promotes and protects the rights of veterans through advocacy, public education, and partnerships with local, state and national entities. Learn more about the work of Swords to Plowshares, and ways in which you can help, by visiting our website at:
https://www.swords-to-plowshares.org/.
Job TitleEmployment & Training Data Compliance Specialist
LocationHybrid
Reporting On-Site first 30 days of employment - Oakland & San Francisco
After 30 days, transitions to hybrid role with requirement to work onsite at least once a month at either the Oakland or San Francisco locations.
Employment TypeNon-Exempt
Pay Rate:$31.25 to $32.69 per hour
Summary This full-time position supports the Employment & Training Department by performing program contract reporting, compliance management, data quality, and administrative support duties. This position reports to the Program Compliance Manager for Supportive Services and will work in collaboration with STP's in-house data management team to ensure accuracy in data entry and to perform ongoing and routine quality assurance monitoring. This position will be expected to be in the office no less than once monthly in either the Oakland or San Francisco locations.
Roles and Responsibilities - Review participant paperwork and data submissions for accuracy. Work closely and collaboratively with the E&T Employment Specialists and/or management to complete paperwork adjustments when necessary.
- Ensure timely reporting for local, state, federal, grants and foundation fund reporting
- Utilize web-based portal systems such as CalJOBS , Workforce Central, and VGRS.
- Track and complete timely data entry of participant enrollment, progress, services, training, placement, program exits, and follow-up.
- Complete participant quarterly follow-ups in a timely manner. Contacting participant and/or employer to verify employment status for follow-up reporting.
- Run grant system data reports to verify completion of all required data reporting.
- Maintain internal data tracking tools to verify all client reporting is completed accurately within grant deadlines.
- Assist Program Compliance Manager and E&T Program Manager to complete internal auditing for the E&T program on a quarterly basis or more frequently when necessary.
- Attends and assists with preparation for grant monitoring visits and auditing.
- Ex-filing of old client files based on program year schedule or E&T Managements recommendation.
- Run, format, and distribute weekly data maintenance reports using Salesforce.
- Assist Program Compliance Manager and IT data team with E&T data maintenance, monitoring, and troubleshooting.
- Assist in the preparation of grant reports, applications, data collection, and requests for information for the Supportive Services Programs
- Assists with the creation and update of grant reporting forms and administrative documents.
- Assists with E&T program training for compliance, reporting procedures, and new grant processes when necessary.
- Special projects as assigned
- Perform other related duties as assigned by Management.
- Maintain an ability to carry out the essential duties of the position within what can be considered reasonable accommodation.
Requirements - Data entry experience, Microsoft Office Suite experience, data management, and HMIS experience
- Translatable military experience and skills may be alternatively substituted
- Must possess a familiarity with federal grant contracts and compliance requirements, Knowledge of data reporting, query tools and practices
- Basic understanding of data preparation, and analysis
- Excellent organizational and time management skills; flexibility and willingness to perform multiple jobs in a work environment with changing priorities
- Ability to manage multiple priorities at any given time
- Must be able to communicate effectively with a variety of personalities and be comfortable working with an at-risk client population, including embracing the agency's Cultural Humility Initiative.
- Ability to follow through on assigned tasks; ability to set priorities and take initiative in problem solving
- Excellent written and oral communication skills. Computer literacy with proficiency in Windows and Excel
- Treat all clients and colleagues with dignity and respect
- Must be able to communicate effectively with a variety of personalities and be comfortable working with an at-risk client population, including embracing the agency's Cultural Humility Initiative
Skills- Commitment to a safe and pleasant working environment
- Ability to work with and learn from people of diverse social, economic, and ethnic backgrounds
- Ability to work independently - even while working remotely - and exercise judgment in proactive problem solving
- Detail oriented and uses critical thinking when problem solving
- Excellent administrative skills and knowledge of Microsoft suites, Zoom, Outlook, password managers and other day-to-day tools
- Must be able to sit for prolonged periods
Salary & Benefits Compensation is based on a competitive public interest salary scale. Swords to Plowshares offers a generous benefits package including the following benefits:
- Excellent medical and dental packages
- 403(b) retirement plan with employer contribution
- 17 vacation days in the first year
- 12 holidays every year
- Wellness Program
Diversity, Equity, and Inclusion Statement of Intent:
Swords to Plowshares is fully committed to the ongoing work of creating a more diverse, equitable, and inclusive organization. For us, this is a process and not a destination. We embrace the principles of cultural humility to create spaces where all people feel welcome, heard, and valued.
We stand against injustice and discrimination of all kinds. This includes mistreatment based on race, age, color, veteran/military status, language, ethnic background, national origin, ancestry, ability, religion, sexual orientation, gender identity, or gender expression, other status protected by law, and the other qualities/traits that make you unique. We encourage applications from all qualified individuals.
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