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Client Database Specialist

3 months ago

Phoenix, United States Lutheran Social Services of the Southwest Full time
Job DescriptionJob Description

Lutheran Social Services of the Southwest is a non-profit organization with Corporate Offices in Phoenix and Tucson and additional offices throughout Arizona.

Lutheran Social Services of the Southwest administers programs and services to help build collaborative Community Partnerships and strengthen individuals, families, and communities.

Working for our organization is a positive, challenging and rewarding experience with opportunities for personal and professional development.

Exempt: Non ExemptBase Wage: $19.23-$21.63 DEOReports to: Program Development and Evaluation CoordinatorDepartment: Administration Program: Grants and Evaluation Location: Phoenix, ArizonaPosition Type: RegularDate Reviewed: May 2024

General Description:

Since 1970, Lutheran Social Services of the Southwest (LSS-SW) has responded to Arizona's changing needs by compassionately offering quality services and resources that contribute to a stronger and healthier Arizona. Today, a staff of over 500 work in 4 Arizona counties and serve over 5,000 Arizonans each month. We stabilize people during crisis and transitions, build a foundation where people can thrive, and preserve the dignity and respect for the most vulnerable.


LSS-SW is committed to providing a competitive, comprehensive benefits program that provides the care needed for our employees to lead healthy and productive lives. Benefits Include:


• 8 federally recognized paid holidays plus 2 floating holidays which can be taken on any day of significance for employees.
• Paid vacation and sick time.
• Hybrid and flexible work schedule.
• Optional participation in retirement investment planning with company match.
• Medical, dental, and vision insurance.
• Life insurance and short-term disability.
• Employee Assistance Program.
• Professional development opportunities.

Essential Duties and Responsibilities include the following:

The Client Database Specialist will lead and oversee LSS-SW's Client Management database, working closely with the implementation team and becoming the in-house Apricot expert. The role involves overseeing day-to-day database operations, including data imports, user management, and report creation, ensuring Apricot functions smoothly and efficiently. The client database specialist will maintain data accuracy, clean up duplicates, and pull and provide insightful reports to be used for programmatic decisions. Beyond Apricot, the data specialist will excel in data entry, reporting, and maintenance across various platforms, supporting different departments with their expertise. Additionally, they'll play a pivotal role in ensuring the integrity and security of our client data.

WEIGHTDESCRIPTION60Master, update, and maintain the client management database (Apricot)
• Work with Apricot Implementation team to ensure a smooth buildout of the Apricot database.
• Train and become in-house expert on Apricot Database.
• Oversee the day-to-day operations of Apricot including data imports and user management.
• Maintain current demographic data for service areas not using Apricot as a client management system. Work with team to drive collection of critical data elements.
• Create forms, workflows, views, and reports in Apricot.
• Ensure data is entered accurately and in a timely manner.
• Generate and present reports to provide data-driven insights to program management (client outcomes).
• Regularly clean the database and remove duplicate records and inaccuracies.
• Provide ongoing Apricot training and support to LSS-SW team members.
• Work with Apricot client support to trouble shoot database issues and find solutions.
• Stay informed on new Apricot features and provide information for potential process improvements.30Data Entry, reporting, and maintenance
• Gain knowledge and understanding of the multiple databases and systems which store LSS-SW client data.
• Enter data into databases, spreadsheets, and other platforms with a high degree of accuracy.
• Gather and compile data from various sources including databases, spreadsheets, surveys, and external datasets.
• Collaborate with service areas and other departments to obtain missing information or clarify data discrepancies.
• Download data reports and upload them into Apricot or other tools as needed.
• Create data reports and/or visualizations which can be used by Service areas, fund development, and grants and contracts.
• Maintain monthly program data.10Other duties as assigned.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Clear criminal background and motor vehicle screening.
2. Clear the Department of Economic Security, Central Registry Background Check.
3. Provide a current Level One Fingerprint Clearance Card.
4. Maintain a valid AZ driver license, proof auto insurance, a clear driving record and reliable transportation throughout the duration of employment.

Education and Experience:

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions..

1. Degree or at least 1 year experience in technology, database administration, data analysis, or a related field.
2. Experience using or operating a client/case management database, records management database, or donor database is required.
3. Experience in Apricot, Efforts to Outcomes, or similar client management database preferred.

Language Skills:

1. Strong communication skills and an ability to collaborate as part of a team.
2. Ability to foster effective collaboration and communication across diverse cultural backgrounds.
3. Ability to read and analyze data reports and excel spreadsheets.

Skills and Abilities:

1. Strong logic and reasoning skills.
2. Strong level of comfort and enthusiasm for working with data, databases, excel, etc.
3. Strong organizational skills and attention to detail.
4. Strong computer skills and proficiency in Microsoft Office (for example, manipulating excel spreadsheets, uploading and downloading information).
5. Ability to appropriately handle confidential and sensitive data, information, and situations.
6. Strong ability to build relationships and work collaboratively to achieve goals.

Physical Demands/Work Environment:

The physical demands and work environment characteristics here are representative of those that are needed by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. While performing the duties of this job, the employee may be required to sit or stand for long periods. The employee frequently is required to use hands to hold objects and operate office equipment.
2. The employee may be required to occasionally lift and/or move up to 20 pounds.
3. The noise level in the work environment varies with the activity level of the facility.
4. Ability to work within the mission of LSS-SW. LSS-SW core values for team members include: willingness to embrace change, personal responsibility, and collaboration.

Additional Information:

The client database specialist will have a standard Monday through Friday schedule. The position will offer opportunity for a hybrid work schedule. Candidate must have a reliable internet connection which would allow them to perform all the functions of the job (including Zoom and Teams Meetings) with minimal disruption.


All positions at Lutheran Social Services of the Southwest require a background check.



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