Information Specialist/Administrative Coordinator, Part-Time MEMPHIS AREA LEGAL SERVICES (MALS)

Job Title: Information Specialist/Administrative Coordinator, Part-Time
Reports to: Project Director, Supportive Services for Veteran Families
Date Updated: May 2018

About Memphis Area Legal Services (MALS): MALS is the primary provider of civil legal representation for low income individuals and families in Fayette, Lauderdale, Shelby, and Tipton counties in Tennessee who are facing critical, sometimes life-threatening situations. Legal assistance  is provided through advice and counsel, representation in court and administrative proceeding, and community education and outreach to vulnerable residents. Since 1970, MALS has grown to become a multi-faceted community law firm guided by values and principles that embody its commitment to equal access to justice for all.

About Supportive Services for Veteran Families (SSVF): Veterans and their families who are homeless or are in imminent danger of becoming homeless are given assistance through the Housing First model to find or retain housing. Veterans also receive case management and supportive service referrals, including medical, mental health, employment, and other services needed to promote housing stability. Those needing legal assistance are provided a MALS attorney who provides legal and housing counseling, representation in court or at administrative hearings (other than at the VA), and negotiation with landlords. Qualified veterans receive rental and utility assistance, payment of moving costs, and transportation child care expenses.

Position Description: This position reports to the SSVF Project Director. It assists project staff in maintaining the accuracy and timely entry of program data and performs administrative tasks that directly support the SSVF Program. This is a grant funded position.

Key Responsibilities
Responsibilities of this position include:

•    Performs administrative duties, including data entry/electronic filing/delivery of correspondence and financial documents/instruments
•    Compiles, sorts, and verifies the accuracy of data before it is entered
•    Compares data with source documents or re-enters data in verification format to detect errors
•    Stores completed documents in appropriate locations
•    Locates and corrects data entry errors or reports them to supervisors
•    Maintains a log of activities and completed work
•    Reviews physical and electronic participant files for relevant data
•    Tracks project participation, monitors adherence to outcomes, and assists with the creation of detailed reports regarding program performance
•    Enters program data into Homeless Management Information System (HMIS)
•    Enters records into legal case management system (Kemps Caseworks)
•    Ensures the integrity of the data within all databases utilized by the program
•    Adheres to standards and guidelines that guide the use of software and protects private information
•    Analyzes data to identify areas for improvement and assists program managers in implementing the improvements
•    Develops, designs, and creates new applications, ideas, or systems
•    Observes, receives, and otherwise obtains information from all relevant sources

•    Works as part of a project team to coordinate database utilization protocols
•    Collaborates effectively with project staff and program managers to ensure project deliverables remain on track and aligned with organizational goals and expectations
•    Contributes to innovative solutions that resolve IT issues
•    Communicates with people outside the organization, representing the organization to clients, the public, government, and other external sources. Information is exchanged in person, in writing, or by telephone, or email
•    Develops and maintains a positive working relationship with others
•    Performs other duties as assigned by the SSVF Project Director

The Information Specialist/Administrative Coordinator has:
•    Advanced knowledge of Homeless Information Systems, MS Project, Excel, PowerPoint, Word, SharePoint, and SQL Server
•    Certification in HMIS
•    Knowledge of principles and methods for database design
•    Strong oral and written communication skills
•    Ability to provide detailed programmatic analysis
•    Advanced training and/or degree in computer science and/or information technology administration

Employment Status

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