CLASSIFICATION: Administrative Support
SUPERVISOR: Continuum of Care System Operations Manager
SALARY RANGE: $50-$60 pending experience and education
NATURE OF WORK: Homeless Management Information System (HMIS) is a web-based data system which collects homeless services and related data from shelters, supportive service providers, and public agencies working to serve homeless and at-risk clients in Toledo Lucas County. As the Data Analyst for the Toledo Lucas County Continuum of Care, you will serve as a vital link in the effort to address homelessness and improve the quality of services within our community. Your role will encompass the full spectrum of HMIS data management and analysis, from data collection and validation with a focus on in-depth reporting and presentation. HMIS staff are responsible for ensuring adherence to HMIS data standards, overseeing the creation of informative reports, and presenting data insights to TLCHB leadership, the Continuum of Care, and the community. Your expertise will play a pivotal role in tracking and assessing system performance and contributing to evidence-based decision-making. Additionally, you will provide essential training and support to users, serve as a troubleshooting resource, and maintain data quality, all while safeguarding data privacy and security.
HMIS System Operations
Ensure the HMIS software configuration, security, and functionality complies with HUD regulations and standards. This includes setting-up and maintaining user licenses, project set-up, maintenance, forms and reports to ensure data accuracy, completeness, and timeliness.
- Create HMIS training and materials for CoC partners based on our HMIS setup.
- Adheres to all privacy standards and participates in maintaining and updating HMIS documentation, forms, policies, and procedures.
- Provide technical assistance and support to HMIS users through a helpdesk.
- Conducting annual user and hardware reviews; managing software updates and fixes.
- Enters and exports data into various database systems including maintaining databases, preparing spreadsheets and reports.
- Develop and implement HMIS improvement/expansion projects.
- Integrate the needs of new programs and funding sources in HMIS for data collection and reporting.
- Facilitate monthly HMIS end-user meetings and other related CoC meetings.
- Attend training to keep abreast of the changes in data standards, reporting, grants, etc.
- Ensure all functionality and services provided by the HMIS software are optimized.
- Work with the CoC Systems Operations Manager and CoC committees to prepare and submit to HUD the SPM report, Data Quality Framework, PIT Count information, Longitudinal Systems Analysis reports and tables, Housing Inventory Chart, and other HUD, state and local required data submissions.
- Guide development of custom HMIS reports to assist in program management. Train program management and frontline staff on how to run and interpret reports to improve program level performance.
Data Analysis and System Strategies
Develop and implement strategies to improve the quality and use of data to inform practice, policy, and system strategies; conducting data quality assessments and audits; analyzing and interpreting data to measure performance and impact; and collaborating with other stakeholders to align data standards and best practices.
- Determines analytical techniques and information-gathering processes and obtains required information and data for analysis.
- Use data to create models that depict trends in the programs and the client population.
- Conducts data analysis and discusses findings with management staff and assists in implementing changes resulting from studies and analyses.
- Report to the CoC and other community stakeholders regarding HMIS outcomes and recommend changes based on the data.
- Develop informative data visualizations, charts, and graphs. Post and regularly update data dashboards for tracking progress toward achievement of objectives.
- Participate in qualitative and quantitative evaluations of programmatic implementation and impact, analyzing results, formulating recommendations for program improvement, writing summaries of results and presenting findings and recommendations at agency and continuum wide level.
ESSENTIAL BEHAVIORS: Professional communication with various partners and the public. Detail-oriented and quality-focused. Competent in spreadsheet, CQI, and HUD practices. Knowledgeable about housing and homelessness. Organized and flexible. Independent and resourceful. Problem-solving and planning skills. Follows code of conduct policy. Improves self and agency operations. Uses CQI techniques and data tools. Communicates technical concepts to diverse stakeholders.
EDUCATION AND EXPERIENCE: Bachelor’s degree in a related field such as information systems, computing, public administration, nonprofit management, or social services and three years of experience preferred. Also open to candidates with a mix of education and work experience in similar fields. Skilled in data entry, quality, and reporting. Familiar with HUD and other government programs. Excellent communication skills in writing and speaking with diverse audiences. Experienced in managing, monitoring, and evaluating databases and programs based on outcomes and analysis of data. Proficient in office technologies (e.g., Word, Excel, Power Point).