Program Data and Systems Administrator

The Program Data and Systems Administrator supports the Public Guardianship Project by managing program internal systems and related data processes. The position is responsible for maintaining data integrity, through accurate and timely data entry, reporting, system documentation, user support, and coordination of technical issues. Working closely with the Program Manager, program leadership, staff, and internal or external technology resources, the Program Data and Systems Administrator helps ensure that program information is secure, current, reliable, and readily available to support client services, operational decision-making, grant and contract requirements, and required reporting.

This role requires specialized computer work, strong organization, time management, sound judgment, analytical and critical thinking, discretion, and a practical, service-oriented approach to problem-solving that is detail-intensive.

Work schedule is as follows: generally, Monday through Friday, 9:00 a.m. - 5:00 p.m. with occasional to regular evening, weekend, and/or holiday work, as needed to support clients effectively., * Promotes and supports the mission, values, and vision of the Legal Aid Society of Palm Beach County.

• Administers the day-to-day operation and maintenance of databases and related data processes used by the Public Guardianship Project.
• Enters, imports, updates, and maintains client case activities (service and outcomes), and other program data accurately and within established timeframes.
• Reviews source documents and electronic records for completeness, accuracy, consistency, and proper authorization; corrects information within established parameters and promptly escalates unresolved discrepancies.
• Performs routine data-quality reviews and reconciliations, identifies missing, duplicate, or inconsistent records, and coordinates corrective action with appropriate staff.
• Generates routine and ad hoc reports, data extracts, and summaries to support program oversight, service delivery, grant or contract compliance, outcome measurement, audits, and operational decision-making.
• Assists program staff and supervisors with gathering, analyzing, interpreting, and communicating data while clearly identifying relevant definitions, assumptions, and limitations.
• Creates and maintains data dictionaries, process maps, standard operating procedures, and related documentation covering the program data lifecycle from client intake through case closure or discharge.
• Develops and maintains standardized data-entry conventions, quality-control procedures, and practical internal controls; recommends improvements to strengthen accuracy, efficiency, and usability.
• Serves as a primary point of contact for program database questions and system issues; troubleshoots, documents, and resolves matters within the scope of the position and escalates complex issues as appropriate.
• Coordinates with program leadership, information technology resources, and vendors regarding approved user access, hardware or software needs, system configuration, testing, upgrades, data migration, and related implementation activities.
• Provides training, guidance, and ongoing support to staff to promote consistent, accurate, secure, and effective use of program systems.
• Protects confidential client, employee, and agency information and follows all applicable privacy, information-security, records-retention, and data-handling requirements.
• Digitizes, organizes, and retrieves source documents or electronic files as needed to support accurate and complete records.
• Participates in staff meetings and as assigned, meetings with community partners, funders, vendors, or other stakeholders.
• Maintains current knowledge of relevant database, data-management, and reporting practices and applies new knowledge as appropriate.
• Works collaboratively with colleagues, maintains courteous and professional working relationships, and contributes to a positive, supportive, and solution-focused team environment.
• Complies with agency policies and procedures and reliably meets attendance, punctuality, productivity, and deadline expectations.
• Performs other related duties as assigned, consistent with the needs of the organization.

• Bachelor's degree in information systems, data management, business administration, public administration, or a related field, or an equivalent combination of relevant education, training, and experience.
• Two (2) years of experience working with databases, case-management systems, data administration, records management, reporting, or a closely related function.
• Experience supporting data systems in a nonprofit, legal-services, guardianship, human-services, health-care, or government-funded environment, preferred.
• Experience documenting workflows, developing user procedures, training staff, and supporting system implementations or upgrades, preferred.
• Experience preparing reports or data submissions for grants, contracts, audits, compliance reviews, or performance measurement, preferred.

Knowledge, Skills, and Abilities

• Advanced computer skills required, including proficiency with Microsoft 365 applications, such as Outlook, Word, Excel, Access, SQL, Power Query, or comparable database and reporting tools.
• Working knowledge of relational database concepts, including fields, tables, queries, validation rules, user access, reporting, and data-quality controls.
• Strong typing, data-entry, proofreading, and numerical accuracy.
• Sound judgment and critical thinking skills with demonstrated ability to learn and support organization-specific case-management, client-service, or program databases.
• Strong analytical and technical problem-solving skills, including the ability to identify root causes, document issues clearly, test solutions, and determine when escalation is needed.
• Strong technical skills in performance tuning and design, and in administration and selection of database tools for support, including analyzing and interpreting database programs to find and solve problems.
• Excellent organizational, planning, attention to detail, time-management, verbal and written communication skills.
• Ability to manage multiple requests and competing deadlines in a fast-paced environment, under stress and pressure.
• Ability and willingness to collaborate and conduct technical troubleshooting and explain data-related information clearly and respectfully to users with different levels of technical proficiency.
• Ability to work independently with appropriate initiative and accountability while also collaborating effectively as a member of a team., * Dependability, adaptability, initiative, resourcefulness, motivation, and alignment with our mission.
• Confidentiality, professional discretion, data accuracy and integrity, and continuous improvement
• Eagerness to learn and engage in professional development activities, keeping job-related skills current.

WORK SCHEDULE AND SPECIAL REQUIREMENTS

• Must pass a Level 2 background screening and internal conflict check.
• Must maintain reliable attendance and punctuality.
• Must work the schedule necessary to perform assigned responsibilities and meet operational deadlines.
• Occasional overtime, evening and/or weekend work may be required based on business needs and will be handled in accordance with applicable law and agency policy.
• Regular local and limited out-of-area travel may be required.
• Valid Florida driver's license with satisfactory driving record.
• Reliable vehicle with eligibility for coverage under any applicable agency insurance.

423 Fern Street, West Palm Beach, FL 33401 Hybrid work $28.85 - $33.65 an hour - Full-time, Pulled from the full job description

• Loan assistance
• Loan forgiveness
• Professional development assistance
• 401(k)
• Health insurance
• 401(k) matching
• Paid time off, Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
• Regular use of computers, office technology, and virtual communication platforms to perform essential job functions, including typing.
• Frequent writing, reading, hearing, and speaking verbal communication.
• Long periods of sitting, regular standing and walking, occasional pushing, pulling, reaching, bending, stooping, squatting, and safely lifting, carrying, or moving up office materials of up to 15 lbs.

COMPENSATION PACKAGE:

Our Total Rewards Philosophy

At the Legal Aid Society of Palm Beach County, we are committed to providing a competitive and rewarding total compensation package that goes beyond salary, combining excellent benefits that include generous paid leave, retirement savings opportunities, wellness support, professional development opportunities, and additional perks designed to attract and retain exceptional professionals committed to advancing the organization's mission, while promoting financial security, work-life balance, and career advancement-because we believe investing in our people is essential to fulfilling our mission. Salary is commensurate with experience, education, and internal equity.

Salary Range:

Competitive salary of $28.85 to $33.65 per hour ($60,000 to $70,000 per year), depending on qualifications.

This is a non-exempt position eligible for overtime pay in accordance with applicable law and agency policy.

This is a grant-funded position. Continued employment is contingent upon the availability of funding and the ongoing needs of the program., * Vacation leave earnings equal 2.4 weeks per year (beginning the first of the month after 30 days of employment) and increases to 3 weeks per year after two years of employment.

• Sick leave earnings equal 2.4 weeks per year (beginning the first of the month after 30 days of employment).
• 13-15 paid holidays per year (depending on court schedule).
• Medical, dental, vision, and life insurance (beginning first of the month after 30 days of employment).
• Employer paid short-term disability/long-term disability and life insurance (beginning first of the month after 30 days of employment).
• Employer matches up to 5% of 401K plan contribution (eligible after one year of service).
• Salary paid bi-weekly by direct deposit.
• Mileage and reimbursements processed weekly.
• Law school student loan repayment assistance for eligible individuals.
• Public Service Loan Forgiveness (PSLF) eligibility based on current Federal guidelines.
• Many other rewards include periodic discretionary bonuses, work-life balance, flexible/hybrid work schedule model, employee engagement activities, professional development opportunities and an exceptional work culture!

OUR COMMITMENT

The Legal Aid Society of Palm Beach County is committed to fostering a workplace where integrity, respect, inclusion, collaboration, and service define our culture.

We value diversity of backgrounds, experiences, and perspectives and seek those who demonstrate empathy, professionalism, and an unwavering commitment to serving our community with excellence., * 401(k)

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

The Legal Aid Society of Palm Beach County (LASPBC) is a non-profit charitable law firm dedicated to ensuring equal access to the justice system for the low-income, disadvantaged and traditionally underserved residents of Palm Beach County and surrounding areas.