Data Specialist

Data Specialist

JOB TITLE:

Data Specialist

REPORTS TO:

Operations Supervisor

HOURS:

35 hours per week, typically Monday to Friday, 8:30 am to 4:00 pm (in addition to a 30-minute unpaid lunch break), with the option of a flexible work week. There is no paid overtime provided with this position.

LOCATION:

This position is based out of Families Matter's NE Hub, with travel between sites and occasional community meetings as required.

SALARY: $60,000 annually

The Data Specialist is responsible for the integrity, organization, and strategic use of data across Families Matter. This role manages the organization’s information systems, including Penelope, Excel, and the Microsoft shared drive, ensures funder reporting requirements are clearly understood and consistently met, and maintains the registration system on the Families Matter website.

The Data Specialist works closely with program supervisors, the grant writer, and the leadership team to provide accurate, timely, and meaningful data that supports decision-making, funding compliance, and continuous program improvement. This role brings together hands-on systems administration with higher-level data interpretation, helping the organization understand not just what the data shows, but what it means and what should be done about it.

This role includes a shared planning process with the Operations Supervisor to establish priorities, reporting expectations, and system improvement goals. This plan is reviewed regularly to ensure alignment, accountability, and effectiveness.

• Diploma or certificate in data management, business administration, information systems, or a related field
• Equivalent combination of education and experience will be considered
• Demonstrated experience working with case management or client database systems; familiarity with Penelope is a strong asset

• Strong proficiency in Excel, including formulas, pivot tables, and data organization
• Comfort working within a Microsoft shared drive environment, including file organization and permissions
• Experience with Word Press, particularly managing forms, registrations, or page content; experience with Gravity Forms is an asset
• Demonstrated ability to read and interpret funding agreements or similar contractual documents
• Strong analytical skills with the ability to translate data into clear, actionable recommendations
• Sound understanding of privacy legislation (PIPA) and best practices for confidential client information, or willingness to develop this knowledge quickly
• Excellent organizational skills and high attention to detail
• Demonstrated ability to work independently, manage competing priorities, and take initiative without requiring close supervision
• Strong collaborative and communication skills, with the ability to work effectively across teams with varying levels of technical familiarity
• Comfort creating clear, simple documentation and process guides so that organizational knowledge does not rely on any one person
• A genuine openness and adaptability to change, as funder requirements, systems, and organizational needs shift on an ongoing basis
• Experience in the nonprofit or social services sector is an asset

• Updated Police Information Check and Child Intervention Check

• Serve as the organization’s primary administrator and point of expertise for Penelope, Excel, and the Microsoft shared drive
• Maintain clean, consistent, and well-organized data structures across all systems
• Provide troubleshooting support and basic training to staff using these systems
• Create and maintain simple process documentation and how-to guides so that key data processes are not dependent on any one individual
• Recommend and implement system improvements as organizational needs evolve

• Review and maintain a working familiarity with all current funding agreements
• Determine what information must be collected to meet each funder’s requirements, and build the systems and processes needed to collect it accurately
• Identify gaps between what is…