What are the responsibilities and job description for the Data Supervisor position at Mercy House?
Introduction: This position is responsible for coordinating homeless services enrollments and referrals for Mercy House programs, data collection and entry into the Homeless Management Information System (HMIS), monitoring of staff activity and compliance with program expectations, enforcement of data quality standards and corrections procedures, and supervision of Data Entry Specialists within the umbrella of our Orange and LA County programs. The Data Supervisor is responsible for the training of new data and navigation staff on processes related to HMIS and data communication and provides support to these parties as needed. This position reports directly to the Data Manager.
- Ensure HMIS intake forms are properly completed by the appropriate Mercy House staff and accurately enter data into HMIS
- Entry of documents, case notes, and services into HMIS
- Follow up with staff as necessary to ensure needed documents and updated forms are kept to the agency standard
- Meet data entry deadlines and manage online file organization for multiple staff in multiple programs
- Monitor and enforce staff compliance with expectations surrounding the Coordinated Entry System’s community queue including referrals, completion of housing assessments, verifications of homelessness, check-ins, and documents related to chronic homelessness
- Remain up-to-date on policies and procedures surrounding HMIS, CES, and their functionality
- Ensure that Data Specialists are in compliance with expectations surrounding monthly data quality assurance, providing guidance as needed
- Monitor progress of live Roster and CES tracking sheets, ensuring that roster are up-to-date and accurate
- Work with Data Manager to maintain communication with Program Managers and Housing Navigators throughout the emergency services division to address data quality cleanup and request changes as needed
- Monitor the timeliness of data entries among staff, address chronic tardiness as necessary with staff, and establish strategies to bolster timeliness
- Maintain regular communication with data staff regarding trainings, performance, and processes as they relate to department-specific and Mercy House-wide policies and procedures
- Conduct interviews and implement hiring responsibilities for new data staff and positions as necessary
- Provide training instructions for new Data Specialists, connecting them to HMIS certification trainings and ensuring competency in HMIS navigation
- Ensure that data staff maintain access levels appropriate to their responsibilities and job functions
- Train new data staff in processes related to data entry, the Coordinated Entry System, and standards of data quality
- Monitor staff compliance with data entry expectations and processes
- Perform supervisorial duties related to time sheet management, coordination of PTO and potential interruptions to workflow, and conducting annual performance reviews
- Address employee performance as needed
- Meet with identified staff individually at least monthly
- Meet with entire team as a whole at least every two weeks
- Conduct 90-day probation, midyear, and annual reviews
- Approve monthly mileage reimbursement requests
- Support monthly, quarterly, annual, and ad hoc grant reports to funders and other stakeholders
- Manage timely submission of assigned grant reports
- Attend HMIS User Meetings
- Attend training workshops and webinars as needed
- Attend staff meetings
- Perform ad hoc projects as assigned by supervisor
Qualifications: Strong computer, typing and data processing skills. Ability to work effectively with a diverse cohort of colleagues both within and outside Mercy House; plan, organize, and prioritize responsibilities; supervise and provide support to a large, geographically remote team; clearly communicate information and instructions both verbally and in writing; maintain positive and professional relationships with colleagues and staff; enforce excellent standards of data communication and quality throughout our programs. The individual holding this position must demonstrate proficiency in software related to professional responsibilities including web browsers, Microsoft Outlook, Microsoft Excel, Microsoft Word, and HMIS software such as Clarity. Effective communication, vigilant monitoring of data quality, and adaptability to changing processes are mandatory skills.
