Reporting Specialist I

Kentucky Housing Corporation 

Job Analysis Questionnaire

Work Group: Housing Contract Administration

FLSA Status: 

Reports to: Data Analysis and Systems Supervisor

GENERAL PURPOSE OF THE JOB: 

Responsible for coordinating project-level Homeless Management Information System (HMIS) reporting activities related to Housing Contract Administration (HCA) programs at the Kentucky Housing Corporation (KHC). Programs include but are not limited to Emergency Solutions Grants (ESG), Continuum of Care (CoC), Housing Opportunities for Persons with AIDS (HOPWA) and HOME Tenant-Based Rental Assistance. The Reporting Specialist I ensures data accuracy, completeness and compliance with U.S Department of Urban and Housing Development (HUD) Data Standards and program requirements. This includes routine review of HMIS projects in the system, data quality checks and reporting, federal program reporting and system support to staff and partner agencies. Provides training and technical assistance on reporting processes and ensures adherence to federal and KHC timelines. Utilizes quantitative and analytical skills to integrate, analyze, report, present, and publish data, primarily from the HMIS as well as other internal and external sources. Assists with data analysis and ensures compliance for homeless assistance programs within the Kentucky Balance of State Continuum of Care (KY BoS CoC), in addition to other duties as assigned. Supports the Reporting Specialist II by assisting with agency program and performance data and offering technical assistance to agencies when needed. Reports directly to the Data Analysis and Systems Supervisor on the Data Team; serves as a member of the broader Homeless Programs Team overseen by the Assistant Director. The position is a remote position that works closely with a multi-disciplinary team.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Data Quality

• Assist in the monthly collection of program and operational data from applicable staff, following established processes to ensure timely and accurate reporting.
• Review data inputs for completeness and accuracy, flagging discrepancies or missing information to the Data Quality Lead.
• Support data quality monitoring activities by running routine checks and validating submitted data against established standards.
• Provide basic guidance to staff on data entry requirements and data quality expectations, escalating complex issues as needed.
• Assist with implementing corrective actions and process improvements to address identified data quality issues.
• Maintain documentation related to data collection procedures and data quality checks.
• data entry.

Reporting

• Develop, run and analyze reports according to established schedules provided by HUD to complete the Consolidated Annual Performance and Evaluation Report (CAPER), including assisting with Housing Opportunities for Persons with AIDS (HOPWA) Annual Performance Report (APR) reporting and similar reporting requirements.
• Produces reports for department use and to keep executive leadership and management informed as needed.
• Utilization of the HMIS including extracting data as needed, developing, and running reports for KHC analysis and planning purposes, and using HMIS data to complete reports required by HUD, other funders and KY BoS consultants as directed by the Data Analysis and Systems Supervisor.

Other duties

• Assist with all HMIS committees – System Performance Measure (SPM) committee and KY BoS HMIS committee.
• Assist with other HUD reporting, Longitudinal Systems Analysis (LSA)
• Assist with responding to agencies via the partner agency portal as needed on the team – backup to the System Admin.

Documentation Management

• Managing the collection, revision, and implementation of policies procedures for projects to ensure information is up to date and in compliance with federal, state regulations, HUD, KHC and other program policies and guidelines.
• Providing support for drafting program manuals
• Providing training on universal program policies and procedures.

Assists with the annual Point in Time Count (PIT) of homeless individuals in Kentucky (K-Count) required by HUD along with the Housing Inventory Count (HIC).

Knowledge, skills and abilities required of the position:

Additional Information:

Position requires knowledge of MS Office Suite products. Position requires ability to work effectively with a wide variety of people, including external contacts as well as cross-departmental teams; ability to work in a team and as an individual to gain consensus; ability to multitask; ability to deal effectively with conflict; ability to work well under high pressure situations; ability to plan and present ideas effectively, both verbally and in writing; ability to plan, organize, and coordinate work activities, handling sensitive and confidential information. Position requires strong analytical skills, including problem-solving, and attention to detail to ensure a high level of accuracy. Must have ability to work under minimal supervision. 

Knowledge of affordable housing programs, homelessness assistance and general sector terminology helpful.

Education Requirements:

This level of knowledge would normally be acquired through completion of a bachelor’s degree in statistics, social work, human services, data analytics, business administration, management, public administration or a related field of study. A minimum of four years’ related experience may be substituted for degree requirements.

Experience Requirements:

Position requires more than three years’ experience in a responsible position in a professional environment with primary duties related to project management, housing program administration and/or financial analysis.

Required Competencies:

Communication

The ability to clearly, professionally, and respectfully exchange information with others in verbal, written, and digital formats. Demonstrates active listening, tailors messages to diverse audiences, and conveys complex information in an understandable way. Using appropriate tones and judgment ensures understanding, and encourages open, two‑way communication. Effectively collaborates with colleagues, leaders, and stakeholders to support productive working relationships and organizational goals.

Customer Service

Delivers high‑quality, prompt, and courteous support by actively listening, communicating clearly, and responding with professionalism and empathy. Understands customer needs, resolves issues efficiently, and maintains a positive, collaborative approach to ensure consistent, customer‑focused experience. Demonstrates effectiveness through key service metrics such as response time, resolution time, customer satisfaction scores, and adherence to service quality standards.

Ethics and Values

Demonstrates integrity and sound judgment by adhering to organizational policies, legal requirements, and professional standards. Acts honestly, responsibly, and transparently in all interactions. Maintains confidentiality, avoids conflicts of interest, and makes decisions that support fairness, accountability, and the best interests of the organization and its stakeholders.

Organizational and Priority Setting Skills

Effectively manages time, tasks, and resources by organizing work in a structured and efficient manner. Prioritize responsibilities based on importance, deadlines, and organizational needs. Adapts to shifting priorities while maintaining accuracy, follow‑through, and consistent, timely results.

Initiative

Takes proactive action to identify needs, solve problems, and improve processes without requiring direction. Demonstrates resourcefulness, responsibility, and a willingness to go beyond assigned tasks to achieve goals. Seeks opportunities to add value, follows through on commitments, and acts with urgency and accountability.