Quality Assurance Specialist- Supportive Services for Veteran Families

POSITION SUMMARY: The Quality Assurance (QA) Specialist is responsible for ensuring the integrity, compliance, and quality of service delivery within the SSVF Program. This role provides independent oversight of case management practices, documentation, and data systems to ensure alignment with U.S. Department of Veterans Affairs (VA) regulations, SSVF grant requirements, and agency policies.

The QA Specialist conducts audits, analyzes program data, identifies risks, and drives continuous quality improvement (CQI) efforts. This position balances compliance with a veteran-centered approach, ensuring both regulatory adherence and meaningful participant outcomes. The QA Specialist collaborates with program leadership and staff while maintaining objectivity and accountability in monitoring performance and enforcing standards.

ESSENTIAL FUNCTIONS:

1. Quality Assurance & Compliance Oversight

· Conduct routine and targeted audits of SSVF case files to ensure completeness, accuracy, and compliance with VA SSVF guidelines, Code of Federal Regulations (CFR), and agency policies.

· Review eligibility documentation, intake assessments, service plans, financial assistance records, and exit documentation for timeliness and accuracy.

· Monitor compliance across core service areas, including homelessness prevention, rapid re-housing, and allowable supportive services.

· Identify compliance risks, trends, and gaps; document findings and provide actionable recommendations to leadership.

· Ensure timely resolution of identified deficiencies and track corrective actions to completion.

2. Data Integrity & HMIS Oversight

· Perform ongoing quality checks of data entered into HMIS and SSVF reporting systems.

· Validate accuracy of key data elements, including veteran eligibility, income, housing status, services provided, and program outcomes.

· Partner with staff to correct errors and improve data entry practices.

· Support preparation and validation of monthly, quarterly, and annual SSVF reports.

· Develop and maintain data quality dashboards and reporting tools to monitor performance trends.

3. Staff Support, Training & Technical Assistance

· Provide coaching and technical assistance to case managers and support staff on documentation standards, compliance requirements, and best practices.

· Develop and deliver onboarding and ongoing training related to QA, HMIS, and SSVF compliance.

· Create, maintain, and update QA tools, audit checklists, and standard operating procedures (SOPs).

· Support performance improvement efforts by identifying training needs and reinforcing accountability.

4. Performance Monitoring & Continuous Quality Improvement (CQI)

· Monitor key program performance indicators, including housing placements, length of time

homeless, income growth, and returns to homelessness.

· Analyze trends and provide recommendations to improve program effectiveness and participant outcomes.

· Participate in internal and external audits, monitoring visits, and corrective action planning.

· Collaborate with leadership to implement CQI initiatives that strengthen program performance and compliance.

5. Compliance Enforcement & Escalation

· Ensure audit findings and data corrections are addressed within established timelines.

· Escalate unresolved compliance issues or systemic risks to the Program Director.

· Support the development and monitoring of corrective action plans as needed.

· Maintain documentation of audit results, corrective actions, and compliance outcomes.

Scope & Workload Expectations

· Conduct audits on a defined percentage of active case files monthly (e.g., 10–20%, based on program size).

· Complete and document QA reviews and findings within established timelines.

· Balance time across audits, data review, staff support, and reporting functions.

· Participate in key program meetings and be available during audit cycles and reporting deadlines.

Performance Metrics

Success in this role will be measured by:

· Reduction in documentation and data errors

· Timeliness and completion rate of audits

· Compliance rates with SSVF and VA requirements

· Improvement in HMIS data quality scores

· Timely resolution of corrective actions

· Contribution to improved program outcomes and audit results

OTHER RESPONSIBILITIES:

1. Participates in agency trainings, staff meetings, and events; attends training and development activities as directed.

2. Performs other duties as required.