Divisional Social Service Database & Compliance Associate

LOCATION: DHQ

STATUS: FT/Non-Exempt/40hr/wkly/M-F

MISSION STATEMENT: The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

POSITION SUMMARY: The Divisional Database and Compliance Associate will oversee & support the SW Division’s use of the WellSky Community Services database and other required program platforms. The position is responsible for database administration user support & training, data quality, reporting, and analytics to track client progress, evaluate program outcomes, & inform division decision-making and funding requests. This position also supports HMIS, program monitoring, and quality assurance.

QUALIFICATIONS:

• Bachelor’s Degree in Database Management or Computer Science strongly preferred
• Experience may substitute for a degree with a 2:1 ratio experience to years of education.
• Minimum of two years of professional experience with databases and data management, including client management databases, and demonstrated effectiveness in user training.
• Experience with WellSky Community Services and HMIS software preferred.
• Excellent written and verbal communication skills as well as follow-through and provide customer service excellence
• Demonstrate a positive attitude, with ability to work with people of diverse backgrounds and circumstances
• Strong organizational, project management & file management skills.
• Ability to manage multiple priorities simultaneously while paying critical attention to detail.
• Ability to analyze & synthesize data, prepare copious reports, think critically, & resolve issues to support users and maintain data integrity.
• Thrive in a team-oriented environment.
• Capacity to multi-task well.
• Computer literate in MS Office applications.
• Proficiency in computer systems, including end-user & system operations, and intermediate Microsoft Excel skills.
• Experience and/or ability to learn, navigate, and train on social service software & platforms including Wellsky and Turbo Stats
• Valid AZ driver’s license with a clean driving record
• Ability to pass the TSA Fleet Safety e-learning module
• Must pass a criminal background check

RESPONSIBILITIES:

Division-Wide System Oversight

• Support Corps units and social service programs in using WellSky, HMIS, and other required database platforms to advance The Salvation Army’s mission and maintain consistent data management.
• Create and manage user accounts, administer licensing, and ensure compliance with applicable state and federal guidelines.
• Recommend Divisional WellSky policies that address agency needs and state, federal, and other funder requirements.
• Coordinate required data-sharing between programs and state HMIS systems and integrate Pathway of Hope case management and other Divisional program workflows.
• Support the DSSD with program monitoring compliance reviews, and quality assurance to maintain data accuracy and program integrity.
• Participate in Territorial and National WellSky meetings, steering committees, and related subcommittees as assigned.

Training/Admin

• Plan and conduct individual and group training, workshops, and other learning events for new and current users, in person & virtually, at local, Divisional, & Territorial levels.
• Create and update training videos, desk guides, and manuals as assigned or as systems change, and communicate available training opportunities.
• Provide timely technical assistance and user consultation, promote accurate data entry and reporting accountability, and support leaders in using reporting tools.
• Assist the DSSD and Divisional Social Service team with training, related technical assistance, and administrative duties as needed.
• Travel to Corps and programs as needed and assigned.

Needs Analysis

• Assess system and training needs through use consultation, utilization reviews, data evaluation, periodic surveys, and other assessment tools; create and conduct surveys as assigned.
• Monitor data quality, investigate databases and statistical discrepancies, and work with users to resolve errors.

Needs Analysis

• Report on WellSky challenges to the DSSD, develop action plans to address issues, and pursue system improvements through required Territorial Headquarters approval channels.
• Use input from users, management, and Divisional leade4reship to improve database effectiveness and tailor training to identify needs.
• Provide consultation to units, other Divisions, and Territorial Headquarters on social service workflows and software solutions as requested.

Application Design & Report Writing

• Implement database administrative set ups and changes; customize input screens, modules, assessments, sub-assessments, worksheets, and pick lists to meet program needs.
• Create, edit, and generate custom reports and dashboards using WellSky reporting tools, including SAP BusinessObjects, and support continuous improvement of reporting tools.
• Prepare reports for the DSSD and DSP and provide requested analytics to al departments at Divisional Headquarters.
• Coordinate data collection, analysis, and monthly, quarterly, and annual impact reporting with Corps, programs, and Divisions, including funder reports and The Salvation Army’s National Statistical System reporting for outcome evaluation.
• Support the DSSD in maximizing WellSky to track client progress and program performance outcomes, measure service impact, and provide data for fundraising requests and proposals.
• Become familiar with funder databases as needed and assist program staff in generating required report from those systems.

Admin Support

• Maintain supervisor’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel as requested.
• Assists in the development of presentations using PowerPoint and Excel.
• Oversee special projects for the department, and as needed.
• Maintains staff confidence and protects operations by keeping information confidential
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Reconciles business travel and expenses account in keeping with Finance Department standards.
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.

Seasonal

• Provide administrative and operational support to the DSSD, including, but not limited to, assisting with seasonal assistance programs and projects, supporting Corps with TSAMM Angel Tree campaign setup, and supporting seasonal social service programming in WellSky Community Services to ensure data quality for migrating between the databases to ensure accurate divisional financial reporting.
• Other duties as assigned as related to the position of Divisional Social Service Database and Compliance Associate.

PHYSICAL REQUIREMENTS:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

While performing the duties of this job, the employee is regularly required to walk, stand, climb or balance, stoop, kneel, crouch, crawl and reach with hands and arms. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 35 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.