Outreach Administrative Specialist

POSITION OVERVIEW

The Outreach Administrative Specialist initiates engagement and intakes with drop-in clients as needed, supports homeless services program by collecting, managing, analyzing, and reporting data related to client engagement, services, and outcomes. This role ensures accurate data entry, compliance with funder and regulatory requirements, and provides actionable insights that help outreach teams improve service delivery and move clients toward housing stability.

REPORTING STRUCTURE

There are no staff persons reporting to this position.

SPECIFIC RESPONSIBILITIES

· Initiates engagement with drop-in clients as needed

· Conducts intakes and Assessments with clients as needed

· Enter, maintain, and audit client-level data in HMIS (or other required databases)

· Ensure timely, accurate, and complete data entry from outreach staff

· Develop and maintain data quality standards and procedures

· Conduct regular data quality checks and resolve discrepancies

· Generate routine and ad hoc reports for program leadership, funders, and stakeholders

· Track outreach performance metrics (engagements, referrals, housing placements, etc.)

· Analyze trends and outcomes to support program planning and improvement

· Assist with grant reporting and compliance documentation

· Train outreach staff on data entry procedures, privacy standards, and best practices

· Provide ongoing technical support related to data systems

· Develop user-friendly guides and workflows for data processes

· Ensure compliance with HMIS standards, funder requirements, and data privacy laws (HIPAA, HUD, local regulations)

· Maintain strict confidentiality of client information

· Support audits and monitoring visits as needed

· Work closely with outreach teams, case managers, and program leadership

· Coordinate with partner agencies and system administrators as required

· Participates in program meetings to align data with service goals

PRINCIPAL ACCOUNTABILITIES

Ensure all client and program data is entered accurately, consistently, and in a timely manner

Track key outreach and program metrics, trends and provide insight to support the team.

Maintain confidentiality and ensure compliance

EDUCATION, WORK EXPERIENCE AND JOB REQUIREMENTS

Education: Bachelor’s Degree preferred in a behavioral health-related field.

Skill Requirement: Two to three months OJT required for efficient job performance.

Job Requirements:

· Experience working with individuals diagnosed with serious and persistent mental illness in community-based settings required.

· Knowledge of recovery-oriented principles and interdisciplinary team environments strongly preferred.

· Experience with social services databases.

· Proficiency with spreadsheets and reporting tools.

· Valid driver’s license with no more than 4 points assessed.

· Ability to work independently with minimum supervision

COMMENTS

Knowledge of chronic mental illness and substance abuse is necessary.

Salary : $47,500 - $50,000