Data Entry Systems Specialist

Job Description

Job Description

Are you a purpose driven and looking to make a difference in Memphis? Friends For All is looking to add to our team!

Why Friends For All :

For more than three decades, Friends For All (formerly Friends For Life) has been preventing the spread of HIV and helping those affected by HIV / AIDS live well.

Our holistic, client-centered approach provides a variety of services coordinated through one centralized model. We strive to address the roots of need including stigma and inequality to improve health and wellness for everyone we serve.

Our goal is to eliminate new transmissions of HIV in Memphis and the Mid-South and empower those living with HIV to become their healthiest, happiest selves .

What is in it for you :

• A commitment to work-life balance with : (up to 38 Days Off)
• 12 accrued vacation days per year
• 12 accrued sick days per year
• 14 paid holidays, including Your Birthday!
• Sick Bank allows employees to donate sick time to other employees with a serious health condition who have no remaining sick or vacation
• Flex Schedule may be available based on position after introductory period
• Employer-sponsored health, dental, and vision insurance with two PPO medical and Dental plans. Costs for employee per pay period (bi-weekly)
• BCBS PPO Plans
• PPO Gold premium $28.88
• PPO Platinum premium $56.15
• Dental Plans
• PPO Low $1.14
• PPO High $5.81
• Vision premium $1.41
• 401k program with up to 3% employer match starting immediately
• Employer-paid basic life insurance valued at $50,000
• Employer-paid Short-term disability
• Voluntary Life and AD&D, Long-term disability
• Flexible Spending Accounts for healthcare and dependent care
• Student Loan Forgiveness Programs
• Employee Assistance Program with in person counseling options

To Learn More about Working at FFA : Go to https : / / www.friendsforall.org / careers

Compensation :

Friends For All believes in compensating our employees fairly and we look at both internal and external salary analysis. The range listed is an estimate as it looks at the total compensation package as well as factors such as skill sets, training, education and organizational needs.

It is not typical for an individual to be hired at or near the top of the salary range as this gives the employee a chance to grow into the role.

Data Entry Systems Specialist Job Description

JOB TITLE :

Data Entry Systems Specialist

EXEMPT (Salaried) or NON EXEMPT(Hourly) :

Exempt

DEPARTMENT : Client Services

Client Services

STATUS : Full Time

Full Time

REPORTS TO :

Director of Housing & Data Administration

REGULAR HOURS : JD REVISION DATE :

JD REVISION DATE : 09 / 11 / 2024

09 / 11 / 2024

SUMMARY :

The Data Entry Systems Specialist will be responsible for providing administrative support through ensuring input and accuracy of data entered in the Homeless Management Information System (HMIS), Clarity.

The responsibilities include but are not limited to being a data entry specialist, Clarity (HMIS System) superuser, and administrator for all HMIS data collected from relevant programs.

This position will also assist the Tenant Based Rental Assistance (TBRA) program and provide technical helpdesk support for Apricot- Friends For All’s Client Management System.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Provide complete HMIS data entry and management for all relevant programs using Apricot and Clarity.
• Contact clients / staff as needed for all HMIS programs to ensure all documents are on file per HMIS requirements.
• Manage the placement of clients to the Coordinated Entry System (CES) in Clarity- maintain knowledge of the Coordinated Entry protocols and replay changes to supervisor as they occur.
• Attend Coordinated Entry meetings regularly to ensure clients entered in the systems are case managed.
• Create TBRA Subsidies into CAREware each month as well as the tenant’s rent receipts.
• Run TBRA CAREware report monthly, and report as needed.
• Run monthly APRs for all HMIS programs and ensure data is accurate and coordinate with Case Managers and supervisors to make needed corrections.
• Input Match Report case management services into Clarity by the 5th of each month.
• Monitor and ensure accurate input of data into the Clarity-HMIS and other systems according to HUD requirements.
• Provide accurate, complete, and timely data entry and reporting of all relevant program and consumer data into CAREware, Clarity, Apricot and / or other reporting systems as requested by supervisor.
• Generate CAREware reports and complete monthly Match Report data entry.
• Assist with Apricot system maintenance and staff Apricot helpdesk support requests.
• Verify, correct, and enter participant information into the HMIS database (Clarity) and conduct regular audits to assure accuracy of data.
• Ensure Annual Assessments are completed for all programs in Clarity.
• Monitor HMIS / Data reports to ensure consistency with other hardcopy records and logs.
• Assist with audit preparation and monitoring site visits.
• Identify existing or proposed new program reports needed to provide summary data and program reports needed under on-going HUD federal HMIS requirements.
• Ensure data completion and reporting in accordance with HMIS federal mandated reporting and contractual reporting for relevant programming.
• Gain and maintain knowledge about the Continuum of Care (COC) guidelines and procedures as it relates to Scattered Sites and any other relevant Housing programs.
• Attend required HMIS and Coordinated Entry committee meetings weekly, quarterly or annually.
• Complete proper, accurate and timely documentation of services in writing and in Clarity, Apricot, Athena, CAREware, Evaluation Web, Redcap, and any other database, as required.

ADDITIONAL DUTIES AND RESPONSIBILITIES :

• Attending committee meetings is required for this role- local travel may be requested
• Regular and predictable punctuality and attendance is required
• Return all calls, emails and text in a timely manner.
• Participate in weekly or biweekly coaching sessions with supervisor
• Complete Performance Reviews and SMART GOALS
• Participate in All Staff Meetings, In-Service Days and Mandatory Trainings
• May need to travel in personal vehicle to meet staff, clients, or community partners at FFA locations or at other locations to meet the needs of the position
• Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

SUPERVISORY RESPONSIBILITIES :

N / A

QUALIFICATION REQUIREMENTS :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

• Bachelor’s degree preferred in a related field or must have at least a High School Diploma or GED equivalent and two years of relevant experience.
• Good strategic / critical thinker, self-starter, goal-oriented
• Excellent verbal and written communications.
• Ability to operate with purpose, urgency and accuracy in a fast-paced, deadline-driven environment with particular attention to detail and organization
• Ability to work with a diverse client population
• Strong relationship-builder both with team and clients (internal and external)
• Ability to follow verbal and written instructions.
• Computer skills : ability to efficiently navigate the Internet and input data into applicable systems; familiarity with MS Office 365, especially Outlook and SharePoint, Adobe, TEAMS and Zoom
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Maintain confidential information and adhere to all Friends For All policies and procedures regarding sharing of financial information and Protected Health Information (PHI).

CERTIFICATES, LICENSES, REGISTRATIONS :

Must have a valid State Driver’s License, provide proof of automobile insurance coverage to employer at all times and have an automobile to be used daily.

WORK ENVIRONMENT :

We are a mission driven organization made up of people committed to cultivating growth and learning. We believe in providing care for all our clients while providing a welcoming, balanced environment for all our employees.

By joining our team, you are joining a group of community-focused professionals who connect people with care.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Must be sensitive to the culturally and racially diverse nature of clients, patients, employees, and visitors.
• Must be able to interact with everyone in a friendly, helpful manner.
• Embodies FFA Values :
• Equity and Acceptance
• Trailblazing, Creative and Fearless
• Joy and Fun
• Collaboration and Teamwork
• Service
• Awareness

ADA SPECIFICATIONS :

Physical and cognitive demands that must be met in order to successfully complete the essential

functions of the job. Reasonable accommodations may be made to enable individuals’ disabilities to perform the essential functions unless the accommodation would impose an undue hardship on the organization.

• Requires ability to speak audibly and listen actively.
• Requires ability to use computers, telephones and other office equipment.
• Requires ability to sit for extended periods.
• May require occasional bending and lifting up to 25 pounds.
• May require periodic local travel.

OSHA CATEGORY :

This position performs tasks that may involve exposure to blood, body fluids, or tissues. Training will be provided per Standard Operating Procedure for your area of operation.

All FFA employees are offered the opportunity to receive the Hepatitis B vaccination series.

COMMENTS :

This description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job.

It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change the duties at any time.

Friends For All is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.