Program: Administration
Reports To: Director of Finance & Administration
Classification: Non-Exempt
Maintains the servers, software, hardware, and databases for New Beginnings. Acts as IT support for New Beginnings employees and the liaison to the agency’s external IT provider. Ensures data quality in collaboration with program staff. Prepares data reports for grant reporting purposes, internal planning and development and for other administrative purposes. Has overall responsibility for the management of user accounts, logins, passwords and email. Provides cross-training and as-needed administrative support for agency administration and program directors.
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Monitor & maintain server health and security.
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Design & monitor backup processes for server and associated data both on and off site.
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Create user accounts for all users and assign security levels.
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Deactivate user accounts after an employee separates from the agency to ensure network and data security.
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Maintain access protocols, computer, and network security.
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Schedule regular server maintenance
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Install and configure computer systems and deploy system updates.
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Diagnose, troubleshoot, and solve hardware/software faults, acting as agency helpdesk.
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Maintain system capability by testing computer components.
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Purchases hardware & software, maintains technology equipment inventory, tracks and plans for upgrades and obsolescence.
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Liaison with vendors for content/maintenance of agency website and online presence
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Manage & maintain backend of Agency public website, DNS, and domain services.
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Manage & maintain agency phone systems at all agency office location.
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Maintain agency wide WiFi in all agency office location and client WiFi
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Monitor & manage Microsoft 365 environment, user account and license usage.
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Monitor automated user provisioning from Azure AD to GSuite for singlesignon (SSO)
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Maintain multisite connectivity with sitetosite VPNs to ensure all sites connect back to Agency headquarters and network uptime.
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Manage employee accounts on the security system at College St.
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Monitor network connectivity to security camera systems across agency locations.
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Works with and provides training for Agency staff on use of technology and software used within the agency.
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Manage agency owned cell phones and work with end users to resolve issues, escalate any larger problems to support team at cell phone company. Also add and remove lines as positions are filled or after people separate.
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Configure, manage, and maintain agency client databases housing historical client data.
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Enter client data into external required data systems in an accurate and timely manner.
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Maine HMIS data entry, training, and reporting coordination.
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Create database management procedures.
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Maintain client confidentiality and protect agency operations by keeping information confidential and secure.
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Ensure data is secure; comply with all required data protection protocols to remain in compliance with state, federal, and funder requirements.
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Generates monthly clientele reports for Directors and extracts live data and mines data for evaluation and reporting as requested by program managers.
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Works closely with Directors and coordinators to ensure data quality and accurate/timely reporting.
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Administrator for Apricot 360 (client management system) user accounts, forms, reports, and ensure the Agency maintains data integrity and completeness.
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Provide training and documentation to end users for proper use of client data management systems.
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Manage RHYHMIS accounts for the Agency and all required data uploads into the RHYHMIS system.
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Compiles Monthly, Quarterly, SemiAnnual, and Annual reporting data.
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Works with Program Directors and Coordinators when data reporting requirements change, to update forms and Apricot.
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Coordinate training with Maine State Housing Authority for new users for housing voucher programs and HMIS training.
High school diploma or equivalent, with post-secondary certificate or degree in Information Technology preferred.
A minimum of two years of IT support experience is required. Extensive experience with Excel and Access databases. Ability to accurately run reports, query, filter, and generate data reports from databases and spreadsheets. Familiarity with tracking social service client data and outcomes preferred.
The ability to think logically and problem solve system issues. Attention to detail. A working knowledge of how software and operating systems function. An in depth understanding of software and IT equipment. Excellent listening and questioning skills, combined with the ability to interact confidently with employees and vendors to establish what the problem is and explain the solution. The ability to prioritize workload. Ability to assess each employee's IT knowledge levels. Ability to present technical information in lay terms.
Ability to self teach corrective and new skills from computer manuals. Ability to perform math functions on at least a college graduate level with accuracy. Able to follow directions that are detailed and extensive in a step by step fashion.
Must be able to sit for long periods of time in an office environment. Able to type with manual dexterity for use of typical office equipment. Able to physically clean and maintain own office area.
Administrative offices; much time spent in public areas.
