Hmis System Administrator - Division Of Housing (Hybrid/Remote)

Department Information

This posting may fill other similar positions in the same class including some permanent regular and term-limited positions.

Please note that the salary range has been updated on this posting. If you have already applied, there is no need to re-apply.

About the Colorado Department of Local Affairs

The Department of Local Affairs (DOLA) serves as the primary interface between the State and local communities. The Department provides financial support to local communities and professional and technical services (including training and technical assistance) to community leaders in the areas of governance, housing, and property tax administration. While all state governments provide such services through various Departmental structures, Colorado's approach is unique in that these local community services are gathered into one Department of "Local Affairs," which has a central focus on strengthening Colorado communities and enhancing livability.

Vision

The Department of Local Affairs is responsible for strengthening Colorado's local communities through accessible, affordable, and secure housing; implementing property tax law; capacity building, strategic training, research, technical assistance, and funding to localities.

Mission

Our mission is to help strengthen Colorado's communities

Why work for the Colorado Department of Local Affairs?

The work we do matters greatly. It matters to us and it matters to the citizens of the great state of Colorado. We love our community and are passionate about supporting our community. We value the diversity that Colorado offers. If your goal is to build a career that makes a difference in communities across the State, consider joining the dedicated people of the Department of Local Affairs.

In addition, we offer a great location and great benefits, which include:

• Medical and dental plans

• Strong, secure, yet flexible retirement plans including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus pre-tax and ROTH 401K, and 457 plans

• Employee wellness programs

• Paid life insurance

• Short and long-term disability coverage

• 11 paid holidays per year plus vacation and sick leave

• RTD EcoPass to all eligible State Employees

• Flexible work schedule options and remote-work options

• Some positions may qualify for the Public Service Loan Forgiveness Program. For more information go to https://dhr.colorado.gov/dhr-resources/student-loan-forgiveness-programs

• Training opportunities

• Variety of Free discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program.

Description of Job

Division of Housing's (DOH) - Office of Homeless Initiatives (OHI)

Division of Housing's (DOH) Office of Homeless Initiatives (OHI) exits to create and maintain solutions towards resolving homelessness across Colorado, including increasing access to quality, sustainable supportive housing. OHI partners with state and local service providers and agencies to provide affordable housing opportunities for persons experiencing homelessness with complex needs: i.e., behavioral health conditions, disabling conditions, veterans, youth, and persons experiencing long-term homelessness with frequent utilization of public systems.

Job Description

This position will be responsible for supporting funded agencies in their use of the HMIS to ensure completeness and compliance with BoS CoC adopted Policies and Procedures. Position conducts in-person or remote site visits with HMIS participating agencies and provides tactical assistance with data collection, data entry and data analysis.

Colorado has four Continuums of Care (CoCs). These CoCs are responsible for a variety of functions relating to working to make homelessness rare and brief. This includes applying for funding, organizing annual Point-In-Time counts, and implementation of Coordinated Entry Systems (CES). The Coordinated Entry System refers to the infrastructure that CoCs are responsible for implementing that quickly identifies those experiencing homelessness, assess their needs, and matches them with the housing intervention/opportunity that affords the greatest potential for success. This position will report to the Lead HMIS System Administrator.

Job Duties

Specific duties include but are not limited to:

HMIS Administrator

This position maintains a deep knowledge of all relevant HMIS regulation and compliance expectations in order to serve as the subject matter expert for the various aspects of the HMIS system for the Balance of State Continuum of Care (BoS CoC) and funded agencies. This includes:

• Researching policy changes and providing status updates, education, and advice to stakeholders on changes to annual HUD standards and how they pertain to the HMIS system.

• Problem-solving with HMIS stakeholders to build a deeper understanding of the HMIS ecosystem to ensure all components meet HMIS expectations. This can include differences in project-specific components and expectations.

• Working closely with agency liaisons to identify gaps in knowledge with the database as well as with HUD standards. Develop solutions using a project-management focus

• Providing continuous timely status information in a professional manner to ensure customer satisfaction, keeping users and team members abreast of major changes and next steps.

• Understanding the nuances for rural communities across Colorado and advocating for BoS CoC communities with the HMIS vendor BitFocus (aka HS Clarity System)

Technical Assistance

Position provides technical support for HMIS stakeholders via phone and helpdesk support to resolve problems, which can include

• Interpreting, evaluating, troubleshooting, diagnosing and resolving user inquiries or issues pertaining to database functionality

• Providing guidance, assistance, coordination and follow-up on requests, questions and problems

• Owning issues through resolution, including documenting that resolution for future technical assistance.

• This may include general HMIS support, or request for assistance with specific projects.

End User Support

Position will support HMIS end users and establish and maintain relationships with agencies participating in HMIS to support full deployment of HMIS database for general use and/or project-specific requirements. This position will pull HMIS reports and analyze HMIS data as needed. This includes:

• Managing agency-level system setup in the ClarityHS system, ensuring new users are given access to the correct systems and tools as identified by agency management. This includes creating, unlocking, modifying, and removing user accounts in a timely manner.

• Managing the TalentLMS training system for new HMIS users as well as additional project-specific training requirements.

• Verifying, maintaining, and continually cleaning all database systems for accuracy and efficiency.

• Ensuring that appropriate security authorizations are created that control access; implement database safe guards to protect client-level information at all times.

• Supporting Coordinated Entry workflows, as appropriate.

• Decides how to engage with the various stakeholders and what means of communication would be most efficient and effective. Develops specific communication to meet their needs.

• Determines which grantees need more help by analyzing their data quality and detecting problems.

• Determines how best to establish and facilitate HMIS user groups that include regular meetings, conference calls and/or web conferences.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUM QUALIFICATIONS:

(6) Six years of professional experience as an HMIS Administrator or working as a housing specialist utilizing HMIS for data entry and/or program evaluation.

OR

Bachelor's degree from an accredited institution in Public Administration, Management, Sociology, Psychology, Political Science, Social Work, Public Health, Public Policy, or a related field as determined by the department.

AND

(2) Two years of professional experience as an HMIS Administrator or working as a housing specialist utilizing HMIS for data entry and/or program evaluation.

OR

Master's degree from an accredited institution in Public Administration, Management, Sociology, Psychology, Political Science, Social Work, Public Health, Public Policy, or a related field as determined by the department.

AND

(1) One year of professional experience as an HMIS Administrator or working as a housing specialist utilizing HMIS for data entry and/or program evaluation.

OR

Doctorate from an accredited institution in Public Administration, Management, Sociology, Psychology, Political Science, Social Work, Public Health, Public Policy, or a related field as determined by the department.

Preferred Qualifications:

The preferred candidate will possess the following qualifications:

• State of Colorado government work experience providing technical assistance or training

• Knowledge of and experience with HMIS and HUD HMIS Data Standards

• Experience as a specialist or data technician with HMIS

• Experience with systems administration, implementation, and program evaluation

• Knowledge of housing regulations and HUD CoC programs

Required Skills and Competencies:

• Ability to work in a team environment

• Ability to provide technical assistance

• Ability to work collaboratively with stakeholders, both internal and external

• Effective analytical and problem-solving skills

• Effective verbal and written communication skills

• Ability to prioritize and organize work to accommodate and meet the changing needs of the department and meet deadlines

• Ability to work independently

• Strong attention to detail

• Proficiency with MS Office suite, specifically MS Word, Excel, and PowerPoint

Conditions of Employment:

• You MUST be a Colorado resident to apply for this position.

• Various in-state travel with local sub-grantees and community partners; conferences & training

• A pre-employment background check will be conducted as part of the selection process.

Application Checklist:

Only complete applications submitted by the closing date for this announcement will be given consideration. Failure to submit properly completed documents by the closing date of this announcement will result in your application being rejected.

Applicants may submit a resume, cover letter/letter of interest detailing how their experience and background address the stated minimum and preferred qualifications/competencies of the job and attach to the online application. Applications left blank or marked "See Resume" will not be accepted.

The application may include the following documents:

• A cover letter (attach to your online application).

• A resume (attach to your online application).

Note: Current and former employees (transfers, voluntary demotions, and reinstatements) if applying are required to participate in the comparative analysis process.

Comparative Analysis:

Colorado Revised Statutes require that state employees be hired and promoted through a comparative analysis. The comparative analysis for this position will include a structured review of your application materials and responses to any supplemental questions.

Supplemental Information

Supplemental Information:

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

DOLA is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Joel Ferguson, DOLA ADA Coordinator at joel.ferguson@state.co.us.

Please Note:

As of July 1, 2023, all DOLA new hires, including transfers of current state employees and reinstatements of former state employees, will be placed on the biweekly pay schedule. This means you will be paid every other Friday for a total of 26 pay periods over the course of a year. Biweekly pay is also lag pay, meaning you will be paid two weeks after the end of each pay period. Please click here for more information about the move to biweekly payroll.

Email Address:

All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time sensitive correspondence such as exam information or notification will take place via email. Please set up your e-mail to accept messages from "state.co.us" and "info@governmentjobs.com" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

Appeal Rights:

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.

Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.