PRIMARY PURPOSE OF JOB
The System Administrator oversees the administration, security, and reliability of the agency’s electronic health record (EHR) systems, internally developed applications, and related business systems. This role provides leadership and decision-making support for the implementation and management of these systems, exercising significant initiatives and independent judgment. The System Administrator collaborates closely with the Directors Team, agency staff, and community partners, and reports to the Director of IT.
This description may not include all duties, knowledge, skills, or abilities associated with the position.
ESSENTIAL FUNCTIONS AND KEY RESPONSIBILITIES:
- Provide technical oversight and administration of the agency’s electronic health records (EHR) and related software systems.
- Serve as the primary point of contact for system configuration, management, and reporting. Serve as the primary point of contact with electronic health records software personnel.
- Support the Executive Team and Program Directors with system implementation planning, enhancements, and ongoing optimization.
- Maintain working knowledge of all agency software systems, including EHR platforms and internally developed tools.
- Collaborate with Program Directors to understand program-specific system needs and deliver routine (e.g., monthly) data extracts and reports.
- Design, build, and maintain system reports, forms, and workflows to support program operations.
- Facilitate regular meetings with Program Directors or designees to review system needs, priorities, and active initiatives.
- Ensure systems are maintained and that staff have accurate, timely access to information (excluding formal data analysis).
- Attend vendor and industry trainings to remain current on system functionality and best practices.
- Manage and coordinate use of all external software systems and maintain internal tools; utilize Power BI for reporting and data visualization.
- Develop and maintain system documentation, reference guides, and other materials to improve staff efficiency and system adoption.
- Administer user accounts, security roles, and access permissions in the EHR and other agency applications using least-privilege principles and promptly adjust or remove access when staff change roles or leave the agency.
- Conduct periodic user access reviews and audit log reviews to support HIPAA Security Rule requirements and assist with security risk assessments and audits.
- Plan, test, and apply system upgrades, patches, and configuration changes in coordination with vendors, following a documented change management process that includes staff communication and rollback plans.
- Monitor system availability, performance, and security alerts; troubleshoot and resolve issues escalated from the help desk; and coordinate with vendors on outages and service requests.
- Manage system integrations and data interfaces (e.g., billing, payroll, state reporting) to ensure data moves accurately and securely between systems.
- Verify that system data is backed up and recoverable, and help develop, document, and test disaster recovery and business continuity procedures for critical systems.
- Administer supporting platforms such as Microsoft 365, Microsoft Entra ID, and application servers or cloud services in partnership with the Director of IT and the contracted managed services partner, if applicable.
- Manage software licenses, vendor contracts, and service level agreements, tracking renewals and usage to control costs.
- Automate routine administrative tasks and reports using scripting or query tools (e.g., PowerShell, SQL) where appropriate.
- Maintain current documentation of system configurations, integrations, access roles, and administrative procedures.
- Participate in security incident response and be available for occasional after-hours support during outages, upgrades, or scheduled maintenance.
- Identify hardware and software needs and collaborate with the Director of IT and Finance teams on system selection, acquisition, and implementation.
- Design, deliver, and oversee initial and ongoing user training for EHR and related systems, including refresher or remedial training as needed.
- Support the development, review, and maintenance of organizational policies and procedures related to electronic health record systems.
- Assist staff in creating and accessing system reports to support quality assurance and compliance requirements.
- Design and implement Power BI dashboards for executive leadership, consolidating data from agency systems to deliver accurate monthly scorecard metrics.
- Support the implementation of agency-approved training initiatives related to systems and applications.
- Evaluate training effectiveness and recommend improvements to enhance usability, efficiency, and outcomes.
WORK ENVIRONMENT
The work environment described here is representative of those an employee encounters while performing the essential duties and responsibilities of this job. The work environment is fast-paced and result-oriented, which presents multiple demands with frequent interruptions, constantly shifting schedules and priorities and simultaneous deadlines requiring the employee to be flexible, organized and cooperative. This position has access to confidential information. This requires the employee to maintain a high level of knowledge in confidentiality, agency policy and procedure, and applicable laws.
LEADERSHIP, ETHICS, AND PROFESSIONAL CONDUCT:
Abilities First employees are expected to model exemplary leadership at all times. This includes representing the agency in a positive, respectful, and professional manner through words, actions, and expressions. Employees are expected to communicate concerns, challenges, and differing perspectives through the established chain of command, using constructive, solution-focused, and professional language rather than judgmental or disparaging commentary. Abilities First expects staff to observe the highest ethical standards, maintain professional conduct above reproach and demonstrate unwavering integrity in all internal and external interactions.
KNOWLEDGE, SKILLS, AND ABILITIES
- Bachelor’s degree in information technology, computer science, health informatics, or a related field from an accredited college or university, or equivalent combination of education and relevant experience.
- Relevant certifications (e.g., CompTIA Server+ or Security+, Microsoft 365 or Azure administrator, or EHR vendor certification) are preferred.
- Strong written and verbal communication skills, with the ability to clearly convey technical concepts to non-technical audiences.
- Demonstrated ability to design and deliver effective training, presentations, and technical documentation for end users.
- Proficiency in developing user guides, reference materials, and standard operating procedures for electronic health record (EHR) and related systems.
- Ability to facilitate meetings, present information, and respond professionally to inquiries from staff, leadership, regulatory bodies, service providers, and other stakeholders.
- Strong analytical and problem-solving skills, including the ability to define complex issues, collect and interpret data, and draw sound conclusions.
- Ability to generate reports, dashboards, and professional correspondence to support operational and leadership decision-making.
- Applied knowledge of data concepts, including ratios, percentages, trends, and data visualization for management reporting.
- Working knowledge of healthcare data privacy and security standards, including HIPAA and HITECH requirements.
- Ability to interpret technical and procedural documentation and apply policies, standards, and best practices effectively.
- High level of professionalism, discretion, and ethical judgment in handling sensitive and confidential information.
- Demonstrated ability to establish and maintain effective working relationships with staff, leadership, and external partners.
- Proficiency with standard business and reporting tools, including computers, EHR platforms, spreadsheets, email, internet-based applications, and Power BI or similar analytics tools.
- Working knowledge of administering cloud-hosted (SaaS) and on-premises applications, including role-based access control and multi-factor authentication (MFA).
- Familiarity with Microsoft 365 administration, Microsoft Entra ID/Active Directory, and Windows Server environments.
- Understanding of data backup, disaster recovery, and business continuity concepts.
- Familiarity with SQL, PowerShell, or similar query and scripting tools is preferred.
- Knowledge of cybersecurity best practices, change management, and IT service management processes.
- Ability to manage vendor relationships and coordinate projects from planning through implementation.
- Ability to meet the physical requirements of the position, including prolonged computer use, light lifting (up to 20 lbs), and occasional standing, bending, or stooping.
CORE COMPETENCIES
Core competencies align with the Abilities First Core Values – OATH
One Team One Mission
- Contributing to Team Success – Actively participating as a member of a team to move the team toward the completion of goals.
- Engagement Readiness – Demonstrating a willingness to commit to one’s work and to invest one’s time, talent and best efforts in accomplishing organizational goals.
Accountable, respectful service
- Continuous Improvement – Originating action to improve existing conditions and processes, identifying improvements opportunities, generating ideas, and implementing solutions.
- Quality Orientation – Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.
- Technical/Professional Knowledge and Skills – Having achieved a satisfactory level of technical and professional skill or knowledge in position-related area, keeping up with current developments and trends in area of expertise.
Transparent stewardship
- Decision Making – Identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints, and probable consequences.
- Planning and Organizing – Establishing courses of action for self and others to ensure that work is completed effectively.
Hold the rope
- Adaptability – Maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusting effectively to work within new work structures, processes, requirements, or cultures.
- Leadership Disposition – Demonstrating the traits, inclinations, and dispositions that characterize successful leaders; exhibiting behavior styles that meet the demands of the leader role.
ADDITIONAL REQUIREMENTS
- Must have a valid Missouri driver’s license, reliable transportation, an acceptable driving record, and auto liability insurance that meet the requirements set by Abilities First.
- Must work on-site 5 days a week.
- Must be able to drive for work-related assignments.
- Must be able to pass a background screening.
PHYSICAL CONTEXT AND WORK ENVIRONMENT
Reasonable accommodations may be made to enable individuals with disabilities to perform essential job duties.
Physical Requirements Percentage of Work Time Spent on Activity 0-24%25-49%50-74%75-100% Seeing: Must be able to see to read documents/reports and focus on computer for an extended period. X Hearing: Must be able to hear well enough to communicate with coworkers and general public. X Sitting: Must be able to sit for extended periods of time. X Standing/Walking: Must be able to move about the work area.X Driving: Must be able to drive locally for work-related assignments. X Grasping/Feeling: Must be able to type, handle documents, and use equipment and electronic devices. X
The statements herein are intended to describe the general nature and level of work being performed but are not to be seen as a complete list of responsibilities, duties, and skills required of personnel so classified. Also, they do not establish a contract for employment and are subject to change at the discretion of the employer.
Created: 09.30.2026