Job Description

Job Location: Family Support Services of Suncoast Admin Office - Largo, FL 33771
Position Type: Full TimeEducation
Level: High School/GED
Travel Percentage: None
Job Shift: Day
Job Category: Admin - ClericalData Management Specialist
Join our team at FSS and enjoy comprehensive benefits including but not limited to:
- Tuition Reimbursement
- Health Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance
- Well-Being Program
- Paid Time Off (PTO)
- Bereavement Leave
- 12 Paid Holidays
- Flexible Spending Account (FSA)
- Employee Assistance Program (EAP)
- Short & Long-Term Disability Coverage
- Employee Discounts
- 401k Plan with 3% Employer Contribution
The mission of Family Support Services is to be the leader in providing safety, stability, and quality of life for all children by working with the community to strengthen the family unit.
Job

Summary:
The Data Management Specialist is responsible for ensuring the accurate documentation, financial oversight, and utilization management of client-related services. This position supports program integrity and fiscal accountability by maintaining complete and compliant data in statewide and internal financial systems, reviewing and processing service authorizations and invoices, and validating payments to providers. The Specialist serves as a liaison between Finance, Case Management, and external providers to resolve discrepancies, support service delivery, and ensure compliance with Department of Children and Families (DCF) policies, contractual requirements, and funding rules. This role requires strong attention to detail, the ability to manage multiple deadlines, and a commitment to accuracy, customer service, and ethical stewardship of funds.

Essential Duties:
- Enter, update and maintain accurate client, placement, service, admission, discharge, and authorization data in the statewide system (FSFN) and internal financial systems in accordance with established business policies.
- Review initial, concurrent, and reauthorization service requests to ensure required documentation is complete and services meet state administrative rules, contractual obligations, and funding requirements.
- Process Purchase of Service (POS) invoices, including receipt, review, validation, and submission through CoBRIS or other designated systems for payment.
- Verify payment accuracy prior to release, including review of service dates, rates, authorizations, vendor information, and funding codes.
- Coordinate and track payments for services not traditionally processed through POS systems, including room and board, credit card expenses, and non-FSFN payments.
- Create, update, and maintain provider and vendor records in statewide and financial systems.
- Monitor placement history and service utilization logs to ensure continuity, accuracy, and compliance/
- Reconcile data between FSFN, CoBRIS, accounting records, EFT remittances, and POS paid reports, identify and resolve discrepancies.
- Collaborate with Accounting to resolve payment issues, including uncashed checks, vendor discrepancies, overpayments, underpayments, and credits.
- Monitor budgets and utilization trends, prepare reports and provide updates to leadership regarding expenditures, variances, and funding compliance.
- Serve as a point of contact for internal staff and external providers by responding to inquiries related to documentation, authorizations, invoices, and payments in a timely and professional manner.
- Maintain confidentiality of client, financial, and organizational information at all times.
- Monitor shared inboxes and communication channels to ensure timely follow-up, data entry, and issue resolution.
- Support audits, quality assurance reviews, and compliance activities by providing documentation, data validation, and corrective follow-up as needed.
- Perform other related duties as assigned to support Finance operations and organizational objectives.
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QualificationsMinimum

Qualifications:
Education:
High School Diploma required. Bachelor’s degree, from an accredited college or university, preferred.

Experience:
Three years experience working with data entry and analysis, reporting and problem solving. Previous experience in customer service and the delivery of services to families and children (preferably in child welfare). A working knowledge of FSFN (Florida State Families Network) preferred.
Licensure, Certification, and/or Registration:
Valid driver license.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Ability to:
- Represent self and the organization in a highly professional manner
- Work independently with little direct supervision
- Think and write creatively
- Assess a situation and make appropriate recommendations/decisions
- Research, organize and analyze data
- Solve problems and think through critical, time sensitive issues
- Establish and maintain relationships
- Work collaboratively with staff at all levels in the organization
- Follow through on commitments, projects and responsibilities
- Read, research and interpret documents such as newspapers, contracts, manuals, journals, financial reports, etc.
- Communicate effectively through writing including articles, presentations, speeches, reports, correspondence, and documentation
- Speak effectively before small and large groups
- Calculate figures and amounts
- Maintain client confidentiality
Knowledge of:
- State, Federal and local employment laws
- Recruitment and retention practices
Skills:
- Strong written and verbal communication
- Strong follow-up and follow-through
- Strong organizational and time management
- Proficiency in Excel and Microsoft Word
- Reconciliation of data

Other Requirements:
- Clear a Level II Background screening (Live Scan) in which your fingerprints will be used to conduct the screening. Please see the link with further details: https://info.flclearinghouse.com
- Clear a reference check
- Clear a local background check from the County in which you reside
- Clear a substance abuse screen
- Provide a copy of all degrees prior to your first day of employment
- Clear an E-Verify check to substantiate that the successful candidate meets the Department of Homeland Security authorization requirements to work in the United States (for more information visit www.dhs.gov/e-verify)
FSS is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. FSS is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If you require a reasonable accommodation in completing an application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Human Resources at c6.hr@fssnf.org.