Data Management & Compliance Analyst

Data Management & Compliance Analyst

Job Summary

The Data Management & Compliance Analyst is responsible for maintaining the accuracy, integrity, and reporting of agency data to support program operations, compliance, grant performance, and organizational decision-making. This role serves as the primary support for Salesforce data management, case note documentation standards, program reporting, and outcomes tracking across the agency.

A major function of this role is pulling, reviewing, and analyzing data from Salesforce to produce scheduled and ad hoc reports for the CEO, leadership team, funders, board reporting, annual reporting, and program oversight. This position is also responsible for training and supporting staff on proper Salesforce use, especially related to client documentation, case notes, enrollments, assessments, and required data entry timelines.

This is a non-management, individual contributor role focused on data quality, reporting accuracy, compliance support, and performance measurement.

Key Responsibilities

Salesforce Data Management & Documentation Oversight

• Serve as the primary point of support for Salesforce data integrity, reporting, and documentation accuracy.
• Monitor Salesforce records to ensure client enrollments, case notes, assessments, referrals, outcomes, and required documents are entered accurately and timely.
• Review program documentation in Salesforce for completeness, consistency, and alignment with agency, contract, and licensing standards.
• Identify missing, late, duplicate, or inaccurate entries and follow up with program staff for correction.
• Support development and improvement of Salesforce workflows, forms, fields, and reporting structures to meet agency needs.

Reporting & Leadership Deliverables

• Pull, analyze, and prepare scheduled weekly, monthly, quarterly, and annual reports from Salesforce and related systems.
• Provide weekly program data reports to the CEO by Wednesday end of day to support Thursday program update meetings.
• Prepare formal monthly leadership reports in a consolidated, shareable format (Excel-based), suitable for leadership, board, auditors, and funders.
• Develop and maintain Power BI dashboards to track program performance, outcomes, and key metrics.
• Produce reports that track:
• program outcomes
• service volume
• documentation compliance
• intakes and enrollments
• case note timeliness
• grant deliverables
• demographic reporting
• referrals and incentives (as applicable)
• Respond to ad hoc reporting requests from the CEO and leadership team with accuracy and urgency.
• Ensure dashboards support operations but do not replace required formal reporting deliverables.

Grant, Contract & Funder Reporting

• Prepare and validate data used for grant reports, contract reports, annual reports, United Way reporting, and other funder-required submissions.
• Track and monitor required program metrics and outcomes to ensure compliance and demonstrate impact.
• Review grant and contract data requirements and align internal reporting processes accordingly.
• Support leadership with data for grant renewals, board presentations, and funding proposals.

Staff Training & Technical Support

• Train staff on proper Salesforce use, including:
• entering client case notes
• completing required fields
• documenting services accurately
• maintaining documentation timelines
• understanding enrollments, assessments, referrals, and outcomes
• Provide ongoing coaching and retraining when documentation gaps or compliance issues are identified.
• Develop tools, tip sheets, and guidance to reinforce Salesforce expectations.
• Support onboarding of new staff related to Salesforce documentation and reporting standards.

Compliance, Quality Assurance & PQI

• Support the agency's Performance and Quality Improvement (PQI) process through data monitoring and analysis.
• Conduct routine data audits and record reviews to identify deficiencies and trends.
• Ensure reporting aligns with COA, licensing, contract, and internal compliance requirements.
• Prepare data for audits, monitoring visits, and accreditation reviews.
• Identify recurring issues and recommend corrective actions.

Data Analysis & Continuous Improvement

• Analyze trends to support program performance and strategic decisions.
• Translate data into clear, actionable insights for leadership.
• Identify inefficiencies in workflows and recommend improvements.
• Support development of reporting tools and templates to improve visibility and accountability.

Education & Experience

• Bachelor's degree in Business Administration, Management Information Systems, Statistics, Computer Science, Social Sciences, or related field required.
• Minimum of 3-5 years of experience in data analysis, reporting, or database management.
• Experience with Salesforce or similar case management/CRM system required.
• Minimum of 2 years of experience building and maintaining dashboards using Power BI (required).
• Experience supporting grant-funded or nonprofit programs strongly preferred.
• Advanced proficiency in Microsoft Excel (pivot tables, formulas, reporting) required.
• 2 -3 years of experience with SQL and/or Python (preferred)

Required Skills & Abilities

• Strong ability to analyze and interpret data accurately.
• Strong working knowledge of Salesforce reporting and documentation workflows.
• Proficiency in Power BI dashboard development and data visualization.
• Ability to train staff and reinforce accountability.
• Strong organizational and time management skills.
• High attention to detail and data accuracy.
• Strong communication and interpersonal skills.
• Ability to handle confidential information with professionalism.

Success in This Role Looks Like

• Weekly and monthly reports are accurate, timely, and leadership ready.
• Power BI dashboards provide clear visibility into program performance.
• Salesforce data is complete, timely, and consistent across programs.
• Staff understand and follow documentation expectations.
• Grant and funder reports are supported by strong, reliable data.
• Leadership can confidently use data for decisions, reporting, and funding.