Database Administrator job at Legal Action of Wisconsin

Job Description

Database Administrator

Location: Any Legal Action Office (Flex Work may be Available) includes Milwaukee, Madison, Green Bay, La Crosse, Oshkosh, Racine

4/19/2024

SUMMARY: Legal Action of Wisconsin (Legal Action) is accepting applications for the full-time position of Database Administrator. The administrator’s primary responsibility is to ensure that the design and function of the firm’s case management system (Legal Server) enhances the provision of high-quality legal assistance. The person in this position will develop and maintain an excellent working knowledge of all aspects of the database including screening and intake, case management, grant management, user access, timekeeping, outreach, pro bono tools, reporting and compliance. The database administrator works closely with all staff, including managers, direct service staff, IT, Human Resources and Accounting. The database administrator's regular duties will occasionally require work outside of typical business hours because of system upgrades, travel, and other responsibilities. This firm-wide, exempt position is a part of Legal Action's Administration unit.

LEGAL ACTION OF WISCONSIN: We are a large and vibrant non-profit law firm funded by the federal Legal Services Corporation, the Wisconsin Trust Account Foundation, the Wisconsin Department of Corrections, Victim of Crime Act funding, the Wisconsin Equal Justice Fund, and many other sources. Each year, we provide free legal aid to about 11,000 – 14,000 low-income persons in Wisconsin’s southern thirty-nine counties with offices in Milwaukee, Madison, Racine, Oshkosh, Green Bay, and La Crosse. In addition, the firm operates statewide projects to serve farmworkers and to serve human trafficking victims. Most of our work is in the areas of housing, public benefits, removing barriers to employment, consumer, and family law.

Legal Action believes that equal justice under law can only be achieved through the collaboration of a diverse staff. We strongly encourage applications from women, people of color, people who identify as LGBTQIA+, people with disabilities, and people with life experiences or educational backgrounds that add to the firm’s diversity and our capacity to provide high-quality legal aid.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Under the supervision of the Director of Legal Services, the Database Administrator will perform the following essential duties and responsibilities. This list is not all inclusive. It may be expanded to include other duties and responsibilities from time to time.

Successful design and maintenance of the database as a productive tool for applicant screening and direct service:

Working with the Client Screening and Intake Manager, coordinate the use of the database in screening and processing requests for legal services whether in person, over the telephone, or online.
Ensure that database users can efficiently and effectively organize, manage and report on their case work and outreach.
Working with others, coordinate the use of the database in the firm’s common forms and templates.
Working with the firm’s project directors, managing attorneys, priority coordinators, and others, create, run, and distribute reports that meet the firm’s data needs for compliance, grant reporting, program evaluation, performance evaluation, and trends in client need. Continually assess the accuracy and efficacy of the reports, using feedback from the people responsible for the using the data.
Working with the Diversity & Inclusion Committee and other staff, explore and evaluate ways that the database can support intake that accounts for the diversity and experiences of our clients and that ensures inclusivity. Implement and evaluate those methods.

Support for and training of database users:

Manage security and user permissions
Add, delete and change database user profiles
Provide regular training using a variety of interactive and targeted methods (e.g., live, recorded, interactive) including for new employee onboarding and for experienced staff
Develop and maintain database documentation and instructions for use
Provide a help desk function
Evaluate requests for database enhancements
Staff and lead a database committee

Technical Development and Database management:

Develop fields, forms, and processes to respond to user requirements
Develop specialty reports and interfaces to provide information for grant reporting, evaluation, and compliance requirements
Maintain a demo system and test new versions of the database
Interface with Legal Server tech support
Manage and develop branching logic and guided navigation as needed for screening, intake and other functions

Administration:

Report on performance statistics and other data as needed by Administration
Approve bills for service
Ensure that information, such as time records, flows from the case management system to other systems used in the Administration of the law firm
Keep up to date with advancements in the industry
Maintain contacts with other firms using Legal Server
Develop and maintain database naming standards

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

REQUIRED

Knowledge or an ability to quickly learn Legal Server reports and data structure
Excellent organizational and problem-solving skills
Proven ability to communicate effectively
Ability to successfully train and motivate others
Strong attention to detail
Work harmoniously and collegially with others
Self-motivated, with the ability to work both individually and in a team environment in service of firmwide goals
Passion for Legal Action’s mission of equal justice and providing high-quality legal aid to ensure equal justice

HIGHLY DESIRED:

Experience as a Database Administrator or extensive hands-on experience with database management functions and responsibilities for Legal Server or a similar legal case management system
Experience in data science and data analysis
Knowledge of data security
Familiarity with relational database design and documentation

Legal Action will provide training, as necessary, to the successful candidate.

FLEX WORK: Legal Action supports flexible work arrangements that meet the goals of the organization and the employee. Flex work (remote work or compressed work week) is available but we expect the Database Administrator to be in the 1-2 days per week on a regular basis.

COVID-19 VACCINATION POLICY: At Legal Action, health and safety is a top priority. We require all new, unrepresented employees and interns, law clerks, volunteers, and contractors from employment agencies or consulting firms to have completed their COVID-19 vaccinations and booster and to provide medical proof from Wisconsin’s Immunization Registry or from a medical provider of their fully vaccinated status as a condition of employment with Legal Action within 28 days of their first day of employment. Individuals may request a medical or religious exemption from the COVID-19 vaccine requirement. Exemption requests must be completed and approved on or before the first day of employment.

PHYSICAL DEMANDS: Enter information into a computer accurately. Answer numerous emails, phone calls, and other electronic and electronic communications throughout the day. Occasionally move objects, usually about 10 – 20 pounds. Retrieve documents from printers and copiers and similar office equipment and file or distribute to others as needed.

WORK ENVIRONMENT: This role is mostly sedentary, with most of the duties performed on a computer, phone, table, or reception desk. Desk and workspaces will accommodate a wheelchair or other assistive devices. This position may require occasional short-distance or long-distance travel.

GOVERNANCE: Legal Action’s personnel policies and other operating policies and procedures, which are subject to unilateral change by the LAW Board of Directors, govern this position. This position is subject to a probationary period of six months. This position is FLSA exempt.

SALARY: Our Board of Directors determines salary scales for all Legal Action positions: Management cannot negotiate additional pay with incumbents. In making salary determinations, we place incumbents on the steps of the salary scales using their number of years of relevant work experience. Employees move up one step on their anniversary dates unless they are on a performance improvement plan. Sample steps on the Database Administrator salary scale are as follows:

$50,026 (Step 0, no experience)
$56,975 (Step 5, or five years of experience)
$63,923 (Step 10, or ten years of experience)
$77,541 (Step 20, or twenty years of experience)

LANGUAGE PREMIUM: Legal Action’s Salary Administration Plan includes additional pay of either

$2,400 or $4,800 annually (depending on the amount of work and paid pro rata per pay period) for those employees who are fluent in Spanish or Hmong and who utilize their language skills in performing their work.

FRINGE BENEFITS: This position receives a full fringe benefit package. It currently includes:

Employer-paid health and dental insurance for employee, employee + spouse, employee + children, or full family with no premium contribution by the employee unless a spouse has other health insurance available to them;
Two options for individual Health Reimbursement Account (HRA) to help employees with deductibles and out of pocket costs. One HRA option (base HRA) has no contribution by the employee and the other, optional HRA option (buy-up HRA) requires a monthly contribution by the employee.
Employer-paid life and long-term disability insurance and other voluntary (employee-paid) income protection benefits for employees and their dependents;
A retirement plan contribution (subject to annual board approval, dependent on budget);
Generous sick leave accrual;
At least 20 days of annual leave per year (longer tenured employees receive additional annual leave);
At least four days of personal holidays per year (longer tenured employees receive additional personal holidays) in addition to Legal Action’s 11 firmwide holidays (which includes Juneteenth);
Four weeks of paid parental leave after one year of employment; and
40 hours of “Service Leave” for every five years of employment.

SUPERVISION: This position will be supervised by Nicole Zimmer, Director of Legal Services.

HOW TO APPLY: Applicants must submit the following application materials via Legal Action of Wisconsin’s online applicant portal by accessing the following link:

https://secure2.entertimeonline.com/ta/7988.careers?ApplyToJob=637697600

Cover letter that details the candidate’s interest in the position, qualifications, and experience
Resume, including any relevant licenses and publications
Names and contact information for three professional references
Letters of recommendation (other than professional references), if desired

HIRING PROCESS & TIMELINE: A team of Legal Action staff members will serve on an interview panel and will make recommendations to Nicole Zimmer, Director of Legal Services, the hiring manager. This position will be posted a minimum of 14 days and will be open until filled. We will review applicants on a rolling basis.

Legal Action of Wisconsin is an Equal Opportunity and Affirmative Action Employer

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