POSITION DESCRIPTION
JOB TITLE
Housing Program Data & Information Worker
DEPARTMENT
Housing Services
BARGAINING UNIT
SALARY GRADE
EFFECTIVE DATE
POSITION SUMMARY
The Housing Program Data & Information Worker provides data, reporting and information management support to the Housing Services Department. The position is responsible for supporting the accuracy, completeness and integrity of Housing Services data, including information maintained within HIFIS and other approved information systems.
The position supports program monitoring, reporting, evaluation and service planning; assists staff in applying consistent data collection and documentation practices; and maintains program information and resources required to support effective Housing Services operations.
Working collaboratively with the Housing Manager and Housing Services team, the position identifies data quality and information needs and provides timely and accurate information to support program operations and decision-making.
KEY RESPONSIBILITIES
Data Management and Quality
- Maintain accurate and complete Housing Services client and program information within HIFIS and other approved information systems.
- Monitor data quality and identify missing, incomplete, inconsistent or inaccurate information requiring correction.
- Support consistent data collection, documentation and information-management practices across Housing Services.
- Develop and maintain appropriate tracking tools, templates and data resources.
- Develop, maintain and update internal forms, templates, tracking tools and data collection resources used by Housing Services staff.
- Review and update data collection tools and forms to support consistent documentation, data quality and program requirements.
Reporting and Analysis
- Compile, analyze and prepare Housing Services data for internal, funder and other required reporting.
- Monitor and track established key performance indicators (KPIs), program targets, service volumes, housing outcomes and other performance measures.
- Maintain KPI tracking tools and ensure performance information is accurate, complete and available for reporting and program monitoring.
- Prepare statistical summaries and other information to support program monitoring, evaluation, planning and decision-making.
- Identify significant data trends, gaps or recurring reporting issues and bring these to the attention of the Housing Manager.
Staff and Program Support
- Provide guidance and support to Housing Services staff regarding HIFIS, data collection, documentation and approved information management processes.
- Support staff in using standardized Housing Services forms, templates, tracking tools and data collection processes.
- Support staff in addressing data quality and documentation issues.
- Provide accurate program and client information, within established privacy and confidentiality requirements, to support Housing Services operations and service coordination.
Program Information and Resources
- Maintain current Housing Services information, resources, templates and reference materials.
- Assist with information required for program reviews, audits, funding applications, proposals, quality assurance and other Housing Services initiatives.
- Prepare, update and maintain program information, flyers, brochures, presentations, outreach materials and other approved communication and marketing materials as required.
- Ensure program information and materials are accurate, current and consistent with approved program and agency information.
- Conduct or coordinate client follow-up activities as required to support program monitoring, outcome tracking and information collection.
- Administer, track and compile client satisfaction surveys and feedback, maintaining accurate records to support program evaluation, reporting and continuous improvement in accordance with established privacy and confidentiality requirements.
Privacy and Confidentiality
- Maintain the confidentiality, security and appropriate handling of client and program information in accordance with agency policies, applicable legislation and established information-management practices.
Other
- Participate in Housing Services and agency meetings and training as required.
- Perform other related duties as assigned by the Housing Manager.
DECISION-MAKING AND ACCOUNTABILITY
The Housing Program Data & Information Worker works independently within established agency, program, funder, privacy and information-management requirements. The position exercises judgement in organizing work, reviewing data, identifying routine data quality issues, following up on missing or inconsistent information, maintaining established tracking tools, and preparing routine reports and statistical information.
Matters involving interpretation of funder or program requirements, significant or recurring data quality concerns, changes to established reporting or information-management practices, non-routine release of information, or decisions that may affect program operations are referred to the Housing Manager.
QUALIFICATIONS AND EXPERIENCE
Education and Experience
- Post-secondary education in Office Administration, Business Administration, Information Management, Social Services, or a related field, or an equivalent combination of education and relevant experience.
- Experience working with databases, spreadsheets, electronic information systems, data entry, records management and program reporting.
- Experience preparing statistical reports and organizing, tracking and maintaining program information.
- Experience working with confidential and sensitive information.
- Experience using Microsoft Office 365 applications, particularly Excel, Word, Outlook and Teams.
- Experience with HIFIS or a similar case management, homelessness information or client information system is considered an asset.
- Experience in a community, social service, housing or human services environment is considered an asset.
Knowledge, Skills and Abilities
- Strong attention to detail and demonstrated ability to enter, organize, verify, reconcile and retrieve information accurately.
- Strong organizational and time-management skills with the ability to manage multiple priorities and reporting deadlines.
- Proficiency in Excel and the ability to organize, filter, validate, summarize and present program data.
- Ability to prepare clear statistical reports, spreadsheets, tables, charts, summaries and presentations.
- Ability to compile information from multiple sources, identify relevant trends or information gaps, and communicate findings clearly.
- Strong understanding of confidentiality, privacy, information security and the appropriate handling of sensitive information.
- Strong written and verbal communication, analytical and problem-solving skills.
- Ability to work independently and collaboratively and adapt to changing program and organizational priorities.
- Knowledge of homelessness, housing services, HIFIS and community-based service systems is considered an asset.
WORKING CONDITIONS
- Primarily office-based work requiring regular use of computers, databases and other office technology.
- Work requires a high degree of accuracy and attention to detail and may involve competing data, reporting and information requirements.
- Ability and willingness to work at Housing Services locations in Oshawa, Whitby and Bowmanville, as required.
- Travel between agency locations, community meetings, training sessions, and other approved locations may be required from time to time.
- Flexible hours may occasionally be required based on program, reporting, training or operational needs.
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