POSITION TITLE: HOUSING DATA COORDINATOR
MISSION: To disrupt the cycle of homelessness and promote sustained independence for current and future generations.
VISION: A compassionate community where everyone has a home and the opportunity to thrive.
PROGRAM: All Housing Programs
SUPPORTED BY: Rapid Rehousing (RRH) Program Manager, Housing Program Director
SALARY RANGE: Level 6 - $26.91-32.42/hour, 40 hrs/week, non-exempt
Candidate offers consider experience, qualifications, and internal equity.
Entry salary typically in the first third of the range.
BENEFITS PACKAGE: Paid time off for this position includes up to 4 weekly wellness hours, 19 days of PTO in the first year of employment (PTO includes sick time), and 13 paid holidays per year. Other benefits include agency-sponsored medical/dental insurance (current premium covered at rate of 100% for the employee), Employee Assistance Program (EAP), premium Calm meditation app subscription, and employer retirement plan contribution (current rate of 3%) after first year of employment. Lydia Place also provides a supportive, family-friendly work culture with flexible scheduling.
POSITION SUMMARY: The Housing Data Coordinator will be responsible for thorough and accurate data entry for all Lydia Place housing programs across multiple databases including the Washington State Homeless Management Information System (HMIS) and AGENCY database software, and other internal spreadsheets and workbooks. The Data Coordinator will also be responsible for monitoring, assessing, and reporting on program outcomes, developing and managing systems and track and reconcile cross-agency spend-downs, providing program-wide communication to ensure understanding of contracts and compliance requirements, and fostering relationships with program and funding partners.
LYDIA PLACE VALUES:
COMMUNITY
We believe strong healthy communities are the foundation to a better world.
EQUITY
We believe it is our responsibility to actively challenge systems of oppression. We recognize a majority of those experiencing homelessness have been marginalized.
UPSTREAM IMPACT
We believe that the best way to eliminate homelessness is to look beyond short-term solutions and focus on breaking the generational cycle of poverty.
EMPLOYEE WELLNESS
We value each other as humans first. We know that the best outcomes for our clients and our community are achieved when our team is healthy and thriving.
TO APPLY: Email resume and detailed cover letter outlining your interest, qualifications, experience, or information that may not be encompassed in your resume such as lived experience that as it relates to this position, in attached .doc or .pdf format to HR & Operations Manager, Haley Sullivan at humanresources@lydiaplace.org. You may also submit hard copy materials via PO BOX 28487 Bellingham, WA 98228. Position open until filled.
EQUAL OPPORTUNITY EMPLOYMENT: Lydia Place is an equal opportunity employer. Employment decisions are based on merit and business needs, and not on the basis of race, sex/gender, religion/creed, pregnancy, age, physical or mental disability, marital status, national origin, genetic markers, military or veteran's status, sexual orientation or any other characteristic protected by applicable federal, state or local law.
Real-world experience has value in the workplace. Individuals who identify with non-dominant groups, who have experienced poverty and had first-hand knowledge working with system resources, and who have relevant, lived experience equivalent to minimum qualifications are encouraged to apply.
MINIMUM QUALIFICATIONS:
Demonstrated experience equivalent to a Bachelor’s degree in Communications, Human Services, Social Sciences, Business, Public Administration or related fields AND;
1 year of related experience directly applicable to the duties of this position, OR any combination of relevant education and experience which would demonstrate the individual’s knowledge, skill, and ability to perform the essential duties and responsibilities listed below.
Background/interest in the fields of social justice, human services, community education, and engagement
Experience working with diverse groups of people
Demonstrated effectiveness in project and deadline management
Proficiency with word processing, cloud-based internet software, and Microsoft Office programs with high-level proficiency in Microsoft Excel
Completion of background investigation that includes social security verification, professional reference checks, and a federal criminal background investigation
Valid driver’s license, access to a vehicle and proof of insurance required
PREFERRED QUALIFICATIONS:
Basic knowledge of housing and support resources for low-income families in Whatcom County
Demonstrated experience in creating and implementing organizational systems with a focus on data collection, monitoring, tracking, and database management
Proficiency in Indigenous Mexican and/or Spanish dialects, or other languages reflected in the community we serve, including but not limited to: Punjabi, Russian, or American Sign Language
REQUIRED CORE COMPETENCIES:
Anti-Oppressive Lens
Must be able to adopt anti-oppression, anti-racist, and trauma-informed framework to navigate complex systems of racism, poverty, homelessness, violence against women and children and other systems of oppression.
Effective Communication
Must be able to read and interpret documents, write reports, correspond verbally and in writing with clarity, and must embody active listening skills. Must be able to ask for help when needed and offer help to others when appropriate as well as give and receive feedback. Supports and explains reasoning for decisions.
Initiative
Ability to assess and identify actions to address issues independently while knowing when to ask for appropriate support.
Organization
Effectively able to manage time and develop and carry out complex timelines and action plans. Able to follow policies and procedures.
Integrity
Responsible, reliable, and accountable for actions in all settings. Open and honest about own strengths, limitations, and boundaries. Able to maintain confidentiality and commitments.
Emotional Intelligence
Must have an awareness of own emotions and be able to manage them while also being able to understand and respond appropriately to the emotions of others. Effectively manage disagreements. Ability to manage frequent high stress situations.
Open-mindedness
Adept at holding space for opposing ideas and embrace diversity in all areas of the workplace.
Courage
Willingness to step outside of your comfort zone to address uncertainty, fear, discomfort, inequities.
Curiosity
Positive change and innovation requires that we ask questions. The why’s, why nots, and what-ifs are crucial to this work and we encourage and expect employees to ask questions. We look for curiosity about ourselves, our workplace, the people, and families we serve, and the larger community.
Flexibility
Able to adapt and pivot as situations arise that are unexpected and/or challenging. Embrace needed change and manage well when faced with ambiguity.
Creativity
Thinking outside the box, resourcefulness, trying new things, approaching things differently and moving beyond the status quo.
Collaboration
Embraces a team approach with colleagues, community partners, and can work both individually and part of a team when needed. Supports organizations goals and values.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
DATA ENTRY AND COORDINATION (.6 FTE):
Complete all HMIS data entry for all Housing Programs which includes but is not limited to: enrolling all household members into their corresponding program(s), updating records based on household or funding changes, adding all rent assistance payments and amending payments as necessary, and exit all household members upon program exit or transfer
Act as liaison between Lydia Place and Whatcom Homeless Service Center (WHSC) to address and amend any HMIS data entry needs, discrepancies, or other related issues as they arise
Complete all non-service related data entry into AGENCY for all Housing Programs which includes but is not limited to: checking program enrollments for accuracy at time of referral, checking accuracy of household composition at program exit, adding housing and hotel placements, adding hotel payments and amending payments as necessary, and exit all household members upon program completion
Serve as the primary contact for the developer of AGENCY regarding ongoing updates and improvements (building new reporting features, adding program options, updating funding sources, etc.)
Support Program Managers and Directors in the regular review of data both on an individual program level and as a collective of programs; work with them to identify measurables, ensure we are collecting data necessary to evaluate those outcomes, pull the data and prepare reports for review, support in preparing for meetings to
review data as a large group
Understand Results Based Accountability (RBA) and support Program Managers and Directors in implementing RBA strategies across programs to improve client and program outcomes
Collaborate with the direct service teams to develop and implement opportunities for client voice and input in program planning and service delivery, along with opportunities for clients to provide feedback on services received; prepare and provide reports on client feedback received
Work with direct service managers and the Community Engagement Team to develop a system for capturing client voice and stories, with permission for use, to raise awareness of the faces and complexities of homelessness, and demonstrate the impact of Lydia Place programming
Collaborate with Managers and Directors to provide regular data, outcomes, stories, and examples to demonstrate the work of Lydia Place to the broader public via social media, print and web materials, and in monthly/end of year newsletters
Assist with other data management related tasks and duties as assigned
CLIENT FINANCIAL ASSISTANCE TRACKING, PROJECTING, AND RECONCILIATION (.25 FTE):
Develop and manage systems for tracking financial spend-downs for rent assistance and direct client fund payments
Track and reconcile spending requests for rent assistance subsidies monthly; coordinate with case managers internally to collect and input rent request data for internal tracking and reconcile our internal data with WHSC records monthly
Track and reconcile internal spending requests for direct client assistance including Housing Access Funds; coordinate with case managers to collect data for recording
Collaborate with Rapid Rehousing (RRH) and Campus Housing Program (CHP) Case Managers and Program Managers to update rental assistance subsidy projections monthly; monitor and review for accuracy
Provide regular updates to Program Managers regarding the spend-down of rent assistance and direct client funding to ensure we are not over or under spending funds; make reports and recommendations as needed to Program Managers in order to maximize use and expenditure of funding
Regularly review and understand funding source requirements and limitations and support in communicating
Support in stewarding relationships with organizational partners as it relates to funding coordination and data entry
Track hotel spending and collaborate with Housing Program Managers to update hotel spending projections and adjust budgets for the remainder of contract periods
Act as liaison between Lydia Place and hotel partners to coordinate communication, maintain rapport, process hotel billing, and manage hotel bookings for households in LP housing programs (RRH, PSH, and CHP only)
Coordinate submission, follow-up, and tracking of authorizations and insurance claims for FCS Supportive Housing and clinical behavioral health services
ADMINISTRATIVE SUPPORT (.15 FTE):
Support direct service staff in periodic file auditing to ensure contract compliance
Audit digital records at least twice per year to verify accuracy of records in Agency and HMIS (program enrollment and exit dates, household composition changes, etc.)
Support direct service staff in preparing paperwork as needed including but not limited to: rent assistance
requests, move-in paperwork, hotel eligibility paperwork, and HMIS exit summaries
Coordinate with case managers to collect and enter all data for the annual Point in Time Count (PITC) and enter it into HMIS
Assist with special events such as Thanksgiving Meal Program, Adopt-A-Family Program, etc.
COMMUNICATION, DOCUMENTATION, OTHER ESSENTIAL FUNCTIONS:
Fulfill all duties as a mandated reporter of child abuse or child neglect to Department of Children, Youth and Families (DCYF)
Maintain confidentiality when working with client data and electronic protected health information (ePHI) in all circumstances, except those required by law
Participate in weekly supervision, Team Meetings, and other meetings as assigned
Communicate effectively with clients, colleagues, supervisors, and community partners
Represent Lydia Place at designated community meetings and through public presentations as assigned; preserve positive professional relationships with service providers in the community
Other duties as assigned
The physical demands described here are representative of those that must be met by an employee to successfully perform
essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception. While performing these job duties, the employee is regularly required to listen to others and provide verbal feedback. The employee is required to sit for extended periods of time. Employee also is frequently required to stand, walk, climb, or balance.
