Data Entry Assistant

Job Title: Data Entry Assistant

Reports to: Office Administrator, CEO

Department: Admin

Job Summary:

The Data Entry Assistant plays a pivotal role in ensuring the smooth and efficient operation of the office. Responsible for a variety of administrative tasks, this position involves managing office logistics, supporting day-to-day operations, and fostering a positive working environment. The Data Entry Assistant possesses strong organizational skills, effective communication abilities, and the capability to handle diverse responsibilities. From coordinating office supply deliveries to maintaining records and databases, the Data Entry Assistant contributes to the overall effectiveness and professionalism of the workplace. 

Duties and Responsibilities:

• Manage and organize office operations, including maintaining supplies, equipment, and facilities
• Coordinate with vendors and suppliers to ensure timely delivery of office necessities
• Gathering and distributing mail from PO Box and physical office mail box 
• Sorting and preparing data and files for entry
• Accurately typing data into databases or spreadsheets
• Following the company’s data entry systems and methods
• Backing up data
• Merging data from different systems
• Updating and maintaining databases
• Supplying staff with requested information
• Eliminating duplicate data
• Managing and archiving files
• Uphold a professional and welcoming atmosphere for visitors and employees
• Maintain and complete continuing education as required
• Reporting suspected or known abuse according to company policy
• Uphold confidentiality and privacy of individuals served and staff members
• Other duties as assigned

Required Skills/Abilities:

• Proven experience as an office administrator or in a similar role
• Proficient in office software (e.g., Microsoft Office Suite, Google Docs, Google Sheets)
• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Attention to detail and problem-solving skills
• Ability to work independently and collaboratively in a team
• Knowledge of federal and state healthcare laws and regulations
• Willingness to travel to and from surrounding areas as needed
• Fluently read, understand, speak, and write the English Language
• Problem-solving abilities and a proactive approach to addressing challenges
• Ability to pass a background check with the MN Department of Human Services
• Monthly trainings as assigned

Qualifications:

• At least 18 years of age and possess a High School Diploma, GED, or equivalent
• Vehicle, driver’s license, and valid auto insurance per the State of Minnesota
• Effective communication skills for internal and external collaboration, including presentations and reports
• Demonstrated ability to analyze data, assess program impact, and make data-driven decisions
• 1 years of office administration experience

Preferred Qualifications:

• Associates degree or equivalent experience
• Knowledge of 245D regulations, compliance requirements, and best practices in program management is a plus
• Multilingual - fluent, ability to translate if necessary

Supervisory Responsibilities: No

FLSA: Non-Exempt

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