Data Specialist (Child Development and Youth Services)

Job Description Summary: Ada S McKinley Community Services seeks a Data Entry Specialist.  Under the supervision of the ERSEA Manager, the Data Entry Specialist performs data entry duties with specified databases, from the collection of information from parents, staff, teachers, coordinators, and others.  Assists with the enrollment of children into Head Start and Early Head Start programs.  This person assists with basic office duties in the Child Development Program administration office, including maintenance of records, research, compiling reports, and projects as assigned.  Operates general office equipment.  Receive training and technical assistance where required.  Attending citywide COPA and other database training courses where required.   

Reporting Relationship: Dr. Tiffany White (ERSEA Director) 

Essential Responsibilities & Duties:  

Responsible for collecting and entering program information from parents, teachers, coordinators, managers, and the director on all children and families enrolled in the Early Head Start and Head Start programs into the Salesforce/CSD database, COPA, and other data systems; this includes but is not limited to demographics, health and safety, nutrition, education, disabilities, family services, personnel information and training.  

Visit sites weekly to support with data entry  

Ensure that the daily attendance is entered into the Salesforce/CSD database for each assigned site or classroom across all program models.  Assist each site as needed daily.  

Ensure the Salesforce/CSD database is set up for the program year through the Rollover Process.  

Enter data into COPA in addition to Salesforce/CSD  

Ensure that health data including dental exams, immunizations, physical exams, hearing and vision screenings, heights and weights, well-child baby exams, lab screening results, and health screenings are entered into COPA/CSD.  

Assist in monitoring the Waitlists and ensure accuracy of recruitment  

Assist in monitoring health data as needed  

Follows program confidentiality policies concerning information about children, families, and other staff members.  

Track and input daily attendance for Early Head Start and Head Start students as reported by EHS/HS teachers, to generate weekly and monthly attendance reports using the data management system.  

Prepare and submit requested data into management system reports for all component areas.  

Assist with the collection of PIR data, and the completion of Program Information Report (PIR).  

Work with Recruitment and Community Engagement Coordinator to conduct outreach for recruitment and enrollment into one of Ada S. McKinley early learning programs  

Perform other duties as necessary and/or as directed to ensure the success of the programs. 

Essential Competencies: 

Interpersonal Skills:  

Coordinate professionally and effectively with other team members, other agency resources, and outside services in addressing client needs.  

Foster positive working relationships with our clients, community, funding sources and regulatory bodies.  

Must work with other staff in a fair and honest manner while treating others with respect, compassion and understanding. 

Communication Skills: 

Communicate effectively and clearly orally and in writing. 

Comfortable managing conflict across team members and delegating multiple perspectives. 

Provide regular supervision to staff which includes giving constructive feedback and acting as a system of support. 

Readiness to advocate for the needs of the children and families and other individuals served. 

Organizational Skills: 

Ability to analyze trends, identify patterns, and suggest solutions while collaborating with a team. 

Comfortable overseeing the work of other staff members and ensuring that all work is competent and completed in a timely manner. 

Skilled in time management and specifically can balance one’s workload on top of monitoring the work of supervisees. 

Technological skills: 

Skillful in navigating Microsoft Office and related technologies to communicate with team and work on paperwork and documents. 

Willingness to learn and utilize new technologies. 

Can enter data into both CSD/Salesforce and COPA 

Commitment to Mission: 

Comply with all Ada S. McKinley policies and procedures as outlined in the organizational operating procedures and human resources manuals. 

Participate in the Teamwork, Innovation, and Excellence initiative. 

Contribute to the One Ada Culture. 

Embrace and practice the concepts of a growth mindset. 

Child Development & Youth Services Core Competencies: 

Adaptable: Adjust to new conditions, changes, challenges, and experiences. 

Communicator: Is understood by others (both verbally and in writing) and understands the ideas and perspectives of others 

Uses a Growth Mindset: Embraces their potential to learn and grow and views successes and failures as development opportunities. 

Has Integrity: Honesty, trustworthiness, ownership, accountability, and respect are hallmarks of integrity. 

Collaborator: Cooperates and works well with peers, colleagues and team members by giving and receiving ideas, comments, and feedback with an open mind. 

Requirements: 

HS Diploma or higher 

Two years of data entry, word processing or related computer experience. 

Strong knowledge of Microsoft Office and ease in adaptation to new technology. 

Knowledge, Skills, and Abilities:

Ability and desire to understand complicated software applications and their possibilities/limitations. 

Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy. 

A high level of personal and professional integrity, and ability to cooperate with multiple staff requests. 

Excellent written and verbal communication skills required. 

Strong leadership, communication, supervisory, and interpersonal skills.  

Ability to work independently in a deadline-oriented team environment  

Organized, focused and goal-oriented personality coupled with a high level of initiative, energy, and capacity for work. 

Ability to undergo and successfully pass a background check 

Mental/Physical Demands: Ability to analyze and process large quantities of information and data. Able to perform repetitive work in accordance to set procedures.  Ability to turn on and operate a computer and all computer components (keyboard, mouse, monitor, etc.). Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.  The employee frequently is required to sit.  The employee is occasionally required to stand and walk.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The employee must be able to tolerate looking at the computer monitor and data for long periods of time.   

Environmental Conditions: The noise level in the work environment is usually moderate. Work is performed in an office or classroom environment.

This description documents the general contents and requirements of the job.  It is not to be construed as an exhausted statement of duties, responsibilities, or requirements. The requirements listed above are representative of the knowledge, skill and/or ability required.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.