WHO WE ARE: We are more than a nonprofit organization. We are a ministry of service that includes nearly 500 paid, professional employees dedicated to helping those in need to rebuild their lives and reach their full potential. Founded locally in 1911, the Northern California & Northern Nevada affiliate of Volunteers of America (VOA-NCNN) is one of the largest providers of social services in the region, operating more than 40 programs including housing, employment services, substance abuse, and recovery services to families, individuals, veterans, seniors, and youth. In fact, VOA-NCNN provides shelter or housing to over 4,000 men, women, and children every night.

OUR MISSION: To change individual lives, instill hope, increase self-worth and facilitate independence through quality housing, employment, and related supportive services. Volunteers of America Northern California & Northern Nevada inspires self-sufficiency, dignity, and hope by providing critical health and human services to thousands of vulnerable individuals and families across Northern California & Northern Nevada.

PROGRAM AND LOCATION: VOA-NCNN, a Certified Great Place to Work, is recruiting for a full-time HMIS and Data Input Coordinator for the Family Shelter at our Parker House program. Parker House is an 85-bed facility providing short-term emergency housing (up to 30 days) and intensive supportive services for homeless families with dependent children. Full-time employees (working 30 or more hours a week) are eligible for a benefits package that includes paid holidays, vacation, sick pay, health, dental, vision, life, and short-term disability insurance coverage. 

POSITION SUMMARY:

Under direction of the Program Manager and with independent professional responsibility; receives, reviews, and enters data into computer system or tracking database according to established procedures. Ensures accuracy of all data recorded and performs database maintenance functions. This position is responsible for ensuring the completeness and accuracy of HMIS data, data entry, and HMIS report generating activities. Perform reception duties and client intake activities.

OBJECTIVES/ACTIVITIES:

A. Responsible for performing daily work requirements to achieve established objectives of the department.

1. Ensures the accuracy and completeness of all client information collected, ensuring that all data elements required by HMIS are completed.
2. Prepares and sorts source documents and identifies and interprets data to be entered. Enters data into the HMIS, ensuring that the information is complete and accurate.
3. Updates client HMIS files as additional information is received.
4. Compares data entered with source documents such as intake roster, and HMIS entry and exit forms.
5. Reviews and make necessary corrections to information entered.
6. Assists in establishing and maintaining an effective and efficient HMIS.
7. Generates reports and responds to inquiries regarding entered data as requested.
8. Performs general clerical duties such as typing, answering phones, sorting, filing, coping etc.
9. Documents all contact with program participants in client files.
10. Adheres to all ethical standards and confidentiality laws.
11. This position requires the ability to communicate and comprehend oral and written Information in English, think critically, analyze information, and make reasonable decisions.
12. Ensures compliance with all VOA policies, CARF standards, and safety and security regulations.
13. Perform other duties as assigned by Program Manager or designated lead.

B. Responsible for assistance with client development.

1. Assure a safe, non-judgmental environment for all clients.
2. Maintain positive, professional relationships with the general public, funding agency, participants and other staff.

D. Responsible for office duties.

1. Answer all phone calls to intake line and check messages throughout the scheduled wordday

2. Schedule intake appointments.

3. Follow up on all pending files for outstanding documents for potential clients.

4. Assist with file organization; create files for all accepted clients and exit files each month and file in appropriate file cabinet.

E. Responsible for self-development.

1. Continually learn and enhance technical and interpersonal skills.
2. Attend staff meetings/assigned training and complete required certifications, i.e., CPR, First Aid, etc.

EQUIVALENT EDUCATION AND EXPERIENCE:

An associate’s degree in office administration, administrative assistant, or secretarial science is preferred. Two years’ experience in a similar position preferred. This position requires the ability to provide services to clients without ethnic or social prejudices and a working knowledge of eligibility requirements. Knowledge and experience with the low-income population and experience in the social services field preferred. Excellent computer skills and ability to manage data are necessary. Must be able to work irregular hours including weekends and holidays. Valid California driver's license and ability to meet the organization’s insurance carrier guidelines are required. Must pass all required background clearances in accordance with agency, County, State, and federal standards. CPR/First Aid certification is required within 90 days of employment. Completion and maintenance of all required training and health clearances.

SPECIFIC SKILLS REQUIRED:

Strong computer skills (Word, Excel, Teams, Outlook)
Teamwork skills
Oral and written communication skills
Detail oriented
Ability to de-escalate situations and assist residents and staff in emergency situations
Organizational skills
Analytical and decision-making ability

PHYSICAL REQUIREMENTS:

Ability to sit, stand, walk, bend, and stoop throughout the workday
Ability to occasionally lift and move up to 25 pounds
Ability to travel between campus and community locations as needed
Able to climb stairs as required