EHR ASSISTANT SYSTEM ADMINISTRATOR

Electronic Health Record Assistant System Administrator

Classification: Exempt
Reports to: EHR System Administrator
Date: October 2026

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA we are committed to providing opportunities that help staff grow and enhance their skill sets.  As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

­­­­­­­­­­­­­­­­­­JOB DESCRIPTION

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Summary/Objective

The EHR Assistant System Administrator is responsible for assisting with the organization’s Electronic Health Record system and related applications.  This includes but is not limited to software help tickets, training, testing, and overall support of Netsmart related tools and applications, such as MyEvolv, Bells AI, myHealthPointe portal, LOCUS, Bells Compose, Quality Coach, and OrderConnect NX. 

Essential Functions

• Help Desk Tickets: regularly monitor, triage, and work on tickets within skill set. 
• Customer Support: Be available to show/teach skills in Netsmart and related products.
• Deep Dive: Research and troubleshoot potential problems to determine whether the issues are a user error, a bug, a fix needed, or if training is necessary.
• Testing- Test newly built items, upgrades, and fixes thoroughly and document any issues as requested.
• System Cleanup: Monitor and perform necessary system cleanup processes, such as merges, discharges from the agency, closing end-dated staff, and re-routing notes. 
• Reporting: Assist in providing reports as requested. Assist in formatting reports in Excel as needed.
• Maintain Integrity of System: Includes but is not limited to locking charts, deceased client locking, and auditing of records as needed.
• Collaborate with veteran teams, data teams, fiscal departments, and clinical leadership when requested to ensure seamless system operations.
• Documentation: Assist in maintaining thorough training documentation, including Scribe documentation, procedures, mini training manuals, and other needed “How To” materials.  Add to and maintain the Administrator One Note manual.  
• Meetings: Attend and participate in necessary meetings and take minutes when requested.
• Security: Abide by all informational security and data management best practices.
• Improve Business Processes: Assist with identifying system needs, efficiencies to be gained, solutions, and creative workarounds.
• Assist with builds of new forms or edit forms as needed.
• Enter CASES and/or Innovations into the Netsmart Support Center when asked.
• Other duties as assigned.

Competencies

• Ability to work with multiple staff, clients, and agencies in a kind and professional manner.
• Advanced troubleshooting skills.
• Very high proficiency with computers and software.
• Don’t make assumptions, always evaluate if the request is correct and ethical
• High level of knowledge of Netsmart and associated tools and provider needs.
• Proficient with Microsoft Office including Outlook, Word, Excel, and Teams.  
• Curiosity and ability to learn new computer software quickly.
• Ability to break down processes into smaller steps for training, documentation, and explanations.
• Excellent attention to detail and organizational skills.
• Excellent listening, written, and verbal communication skills.
• Ability to prioritize and manage multiple tasks concurrently.
• Demonstrate independent work initiative and sound judgment.
• Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values.
• Team player and positive attitude.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptops, photocopiers, and smartphones.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Travel

Limited travel is required for this position.

Required Education, Experience, or Eligibility Qualifications

• High school diploma with a minimum of two (2) years work experience.
• Experience with computers and Microsoft products.
• Prior customer service experience.

Preferred Education and Experience

• Bachelor’s degree in computer science or related field or related experience.
• Basic understanding of database systems (SQL) and other data management tools.
• One (1) plus years of experience in information technology.

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics.  Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.  If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.