Homeless Management Information System/Coordinated Entry System Administrator

The HMIS/CES System Administrator supports the Kansas Balance of State Continuum of Care (KS BoS CoC) and the Johnson County CoC KS-505 by managing and administering both the Homeless Management Information System (HMIS) and the Coordinated Entry System (CES), powered by Bitfocus Clarity Human Services. This position provides technical assistance, system support, and data coordination for agencies participating in HMIS and CES, ensuring effective housing referrals, data integrity, and compliance with federal and local policy requirements.

While the role encompasses system-wide responsibilities, the specific focus of the position may vary depending on programmatic needs and grant funding allocations. Some team members may concentrate more heavily on CES, others on HMIS, or on specific functional components such as reporting or training. Assignment of duties is determined in alignment with organizational strategy and grant deliverables as determined by the Director of HMIS Programs.

General Responsibilities (include but are not limited to):

System Administration & Technical Support

· Provide intensive technical support and troubleshooting assistance for HMIS and CES participating agencies.

· Respond to Help Desk tickets in a timely, professional manner.

· Assist in creating, updating, and maintaining HMIS/CES training materials, policies, procedures, and documentation.

· Support CES and HMIS system configuration, including user accounts, workflows, and referral mechanisms.

Data Management & Reporting

· Monitor data quality and assist with planning and implementation of improvement strategies.

· Assist with all reporting needs.

· Track and analyze CES referrals, housing outcomes, and system performance metrics.

· Collaborate on data integration between HMIS and external data systems as needed.

· Work with leadership on generating and interpreting analytical reports to support strategic planning.

Collaboration & Policy Implementation

· Participate in Regional Case Conferencing meetings to provide CES support and insights.

· Assist in the implementation and evaluation of CES and HMIS Policies and Procedures across all KS BoS regions.

· Collaborate regularly with other system administrators to ensure aligned and effective processes across both systems.

· Assist community partners in understanding and aligning with CoC and HUD data standards and expectations.

Training & Outreach

· Provide training and guidance to system users on CES/HMIS best practices.

· Refer users to appropriate training resources and provide onboarding support to new agency staff.

· Offer ongoing education and technical support to ensure end-user success.

· Attend and engage in relevant HMIS/CES training opportunities and community forums.

Committee Support & Facilitation

· Engage regularly with colleagues across departments-including outreach, housing, data analysis, policy, and planning teams- to ensure cohesive service delivery and coordinated support.

· Contribute expertise to organization-wide initiatives that intersect with HMIS/CES operations, including community engagement, compliance, grant reporting, and systems planning.

· Promote a culture of knowledge-sharing, collaboration, and mutual support across staff members.

Committee Support & Facilitation

· Host and facilitate HMIS and CES Committee meetings, as assigned by the supervisor.

· Serve as Secretary for HMIS/CES-related committee meetings, as assigned, ensuring timely documentation of meeting minutes.

· Create and maintain agendas, records, and materials for committee and workgroup meetings, as assigned.

· Update and upload committee meeting minutes and recordings to the appropriate locations on the website, ensuring accessibility and transparency.

Knowledge, Skills & Abilities

The following skills and competencies are highly desirable for success in this role. However, we recognize that not all applicants will possess every qualification listed here. Training, mentorship, and on-the-job learning will be provided to support the development of these skills., 1. Base schedule is Monday through Friday 8 a.m. - 5 p.m. with one hour break for lunch. Different base schedules may be requested from the direct supervisor.

Do you have experience in Technical Proficiency?, Do you have a Bachelor’s degree?, · Proficiency with standard office software (e.g., Microsoft Outlook, Word, Excel, PowerPoint), with a willingness to build advanced skills over time.

· Strong written and verbal communication skills, with a desire to enhance the ability to present and explain complex information clearly.

· Ability to analyze and interpret data at a basic level.

· Ability to work both independently and collaboratively within a supportive, team-oriented environment

· Attention to detail and reliability in a fast-paced environment.

Preferred knowledge and Skills:

· Foundational or growing knowledge of homelessness, housing instability, and systems-level challenges; interest in learning effective strategies and solutions.

· Familiarity with, or willingness to learn, HUD regulations, data standards, and compliance frameworks related to HMIS and CES.

· An interest in developing proficiency with database systems, data entry, and data analysis, particularly within Homeless Management Information Systems (HMIS).

· Openness to growing skills in project and time management, problem-solving, and prioritization.

· A curious and analytical mindset with interest in using data to drive improvement and change.

· Flexibility to adapt to shifting priorities while maintaining attention to detail in a dynamic work setting.

Training & Experience

· Bachelor’s degree, or equivalent combination of education and experience.

· Preferred fields: Policy, Public Administration, Public Health, Business, Data Science, Information Technology, Social Work.

· At least 2 years of experience with data entry, data systems, technical assistance, or program coordination in a related field.

Pulled from the full job description

• Parental leave
• Health insurance
• Retirement plan
• Paid time off
• Vision insurance
• Dental insurance
• Flexible spending account, * Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance