IT Application Administrator
Job Description
Job Title: Application Administrator
JD #: ITA1
Department: Information Technology
Reports To: Director of Information Technology
FLSA Status: Exempt
Approved Date: 2026
JOB SUMMARY
The Application Administrator for The PHA Property Management System plays a pivotal role in maintaining, supporting, and enhancing the housing management platform used by our organization. This position is responsible for the day-to-day administration of the system, including user management, technical support, data integrity, and compliance. The administrator will work closely with IT staff, program coordinators, and external vendors to ensure seamless operations and continuous improvement of system functionality. Ideal candidates will have a strong background in housing programs, technical proficiency in data tools, and a proactive approach to troubleshooting and user support.
ESSENTIAL FUNCTIONS
Essential Duties and Responsibilities
The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Undertakes and performs the following and all other work-related duties as assigned.
System Administration
1. Manage user access, roles, and permissions within the Emphasys Elite system or current PHA Property Management System
2. Oversee system setup, configuration, and maintenance
3. Monitor system performance and troubleshoot issues
Technical Support
4. Provide Tier 1 and Tier 2 support for users experiencing issues
5. Coordinate with Emphasys technical support for escalated problems
6. Simulate and resolve errors in QA/Test environments
Data Management
7. Execute data queries and generate reports using SQL, Crystal Reports, or SSRS
8. Verify data accuracy during migrations and updates
9. Support monthly payment processing and data submissions
Training & Documentation
10. Develop and deliver training materials for staff and administrators
11. Organize and lead training sessions on system usage and updates
12. Maintain documentation for system procedures and configurations
Compliance & Security
13. Ensure system compliance with federal, state, and local data security standards
14. Coordinate with IT department to maintain secure infrastructure
15. Support audit and reporting requirements
Project Coordination
16. Assist in planning and implementing system upgrades and enhancements
17. Participate in user acceptance testing and performance reviews
18. Collaborate with vendors and stakeholders on integration projects
19. Coordinate and maintain meetings with a user group that will assist in testing
20. Evaluate and provide recommendations for improvements or replacements for the PHA Property Management System
SUPERVISORY RESPONSIBILITIES
The employee receives instructions from the IT Director. The employee plans and carries out routine work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when complaints are brought to the attention of the supervisor and when the supervisor is contracted by the employee for direction. The employee's work is reviewed periodically for conformance to Authority polices and attainment of objectives.
QUALIFICATIONS AND COMPETENCIES
Behavioral Competencies
This position requires the incumbent to exhibit the following behavioral skills:
Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment & decision making in accordance with level of responsibility.
Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.
Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.
Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.
Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.
Job Competencies
System & Application Expertise
1. Deep understanding of Emphasys Elite or similar housing software platforms.
2. Ability to manage system configurations, user roles, and settings effectively.
Technical Problem Solving
3. Skilled in diagnosing system issues and identifying root causes.
4. Proficient in utilizing SQL and reporting tools to resolve data discrepancies.
Communication & Collaboration
5. Ability to clearly communicate technical concepts to non-technical users.
6. Works well with internal teams, vendors, and stakeholders to support system needs.
7. Requires strong interpersonal, oral, and written communication skills; the ability to effectively communicate and interact with individuals of varying social, cultural, economic, professional, and educational backgrounds.
8. Must be able to maintain punctuality and attendance as scheduled.
Training & Documentation
9. Capable of creating user guides, system documentation, and training materials.
10. Comfortable leading training sessions and onboarding new users.
Compliance & Security Awareness
11. Understands data privacy standards and HUD compliance requirements.
12. Maintains system security by enforcing access controls and monitoring usage.
13. Requires strong interpersonal, oral, and written communication skills; the ability to effectively communicate and interact with individuals of varying social, cultural, economic, professional, and educational backgrounds.
EDUCATION AND EXPERIENCE
· Bachelor's degree in Computer Science, Information Systems, or related field
· 3+ years of experience in housing programs or Section 8 administration
· Proficiency in SQL, Crystal Reports, and Microsoft Office Suite
· Familiarity with Emphasys Elite or similar housing management systems
Preferred Skills
· Experience with cloud-based SaaS platforms
· Strong communication and customer service abilities
· Knowledge of HUD's EIV/PIC systems
· Ability to manage incident tracking and resolution
· Data Project Management
WORK ENVIRONMENT AND PHYSICAL DEMANDS
Incumbent(s) must be able to meet the physical requirements of the classification and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the functions performed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed primarily in an office environment with occasional travel to meetings. The incumbent frequently uses standard office equipment including personal computers, telephone and related equipment. Work is in a primarily diverse setting. Work may involve visits to resident's homes or the offices of other agencies. The employee may be exposed to weather extremes and the usual hazards associated with other business facilities and resident homes. Office environment. The noise level in the work environment is moderate.
CONTACTS
Work requires frequent internal contact with employees and managers in the administration of the resident services program and with external contacts. The employee's contacts include: Resident Services staff, Authority personnel, residents, resident councils, businesses, corporations, community service organizations and agencies. The purpose of such contacts is to bring community and resident services to Authority residents, foster resident pride, participation, and provide various kinds of support and assistance for individuals and families.
OTHER REQUIREMENTS
Must possess a valid driver's license.
Must be available for occasional overnight travel for training.
Must pass employment drug screening and criminal background check.
Must work with the highest degree of confidentiality.
The Housing Authority of Kansas City, Missouri is an Equal Opportunity Employer. This job description is subject to change and in no manner implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.
Employment with the Housing Authority of Kansas City, Missouri is on an "at-will" basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.
Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.
