Job Title: HMIS/Coordinated Entry Specialist
Responsible To: Homeless Services Supervisor, Executive Director
Status: Non-Exempt. Full-time.
Job Responsibilities and Essential Functions:
Essential Job Responsibilities:
1) Data and Technical Standards Compliance
a) Ensure data and technical standards are in compliance with the current Homeless Management Information System (HMIS) Data Standards.
b) Review this compliance on an annual basis and report to the Continuum of Care (CoC) Governance Board on the review results with any corrective action if it is required.
2) Homeless Management Information System Policies/Procedures
a) Maintain comprehensive HMIS operational policies and procedures, including but not limited to; privacy plan, security plan, and data quality plan and ensure knowledge of all updates by end users.
3) Training and Technical Assistance
a) Provide regular and ongoing training and technical assistance and support to all homeless system agencies engaged in use of the HMIS network.
b) Provide training for access point contacts.
c) Ensure the addition of new users, user agreements, and be point of contact for HMIS issues.
d) Act as support for all HMIS software issues including agency account set up, system monitoring, problem diagnosis and resolution.
4) Monitor System Participation/Data Quality Performance
a) Monitor regularly the number of homeless system organizations utilizing the network and report this information to the appropriate CoC Committee of the CoC Governance Board.
b) Work collaboratively the CoC Governance Board to develop a plan to address low participation rates if it becomes necessary to do so.
5) Performance Outcomes Reporting (CoC Wide/ Individual Program)
a) Design a performance outcomes report, consistent with the expectations of the HEARTH Act, as well as newly developed reporting requirements. This report will be delivered to the CoC Governance Board on a quarterly basis and will include an annual, year-end analysis.
6) Longitudinal System Analysis/System Performance Measures/Others
a) Manage the collection of all data elements required for the Longitudinal System Analysis (LSA) and System Performance Measures (SPM) and produce and upload the data as required into the HUD Homeless Data Exchange on behalf of the CoC, and any additional required reports.
b) Utilize Stella P and future Stella improvements in order to provide data dashboards publicly to help the CoC and CoC Governance Board understand the performance of the CoC.
7) Required Program Reports
a) Ensure required reports required by HUD are being entered and reported on time.
b) Ensure HMIS users are entering the necessary data in order to generate reports.
a) Manage the collection of HMIS point in time related data collection, street count collection training, and coordinate final reporting of required data into the Homeless Data Exchange to HUD.
9) Housing Inventory Report
a) Coordinate and collect all housing inventory data and enter the relevant data into HUD’s Homeless Data Exchange.
10) Grant Applications
a) Prepare and submit HMIS Project Application(s) for HUD grants in e-snaps annually and create annual budgets outlining the most efficient resource allocation.
b) Prepare and submit HMIS application(s) to the State of Florida as solicitations are published.
11) Coordinated Entry
a) Generate a “by name” list (BNL) for special populations for the purposes of Coordinated Entry.
b) Based on Coordinated Entry assessments, provide feedback detailing the gaps in the system regarding housing and service delivery.
c) Complete and enter surveys for client assistance for all programs.
d) Complete and maintain the BNL with all client changes and updates needed on all clients
e) Complete assessments, scoring, prioritization and determine eligibility of individuals/households presenting for services and maintain client data.
f) Ensure compliance with standards from HUD and State regulations.
g) Complete all requested reports in a timely manner.
12) Participate in all homeless coalition and CoC meetings as appropriate.
• Bachelor’s degree in information systems management, communications or a related field, or an equivalent combination of education and experience or demonstrated competence.
• Demonstrate a strong commitment to missions of preventing and ending homelessness.
• Respect a variety of diverse backgrounds, experiences and opinions.
• Ability to learn, adapt, communicate calmly and professionally, and develop effective working relationships.
• Aptitude of sensitivity in dealing with confidential information and adhering to policies.
• Ability to meet goals and objectives within a specific timeframe.
• Possess strong organizational skills; ability to plan and organize a varied workload; quickly identify priorities; operate under stress, work independently when needed, and refer to the appropriate source for clarifications of policy/practices, program regulations, etc.
• Demonstrate skillset in meeting and training facilitation and public speaking.
• Strong ability to work independently to identify barriers on the way to completing a task and creatively problem solve.
• Ability to use word processing, spreadsheets, and other computerized programs as well as general office equipment accurately and proficiently.
• Ability to collect pertinent and detailed data from a wide variety of sources maintaining detailed, thorough and accurate files.
Americans with Disability Specifications
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.
General Sign Off:
The employee is expected to adhere to all agency policies and to act as a role model in the adherence to agency policies.
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