Data Entry Specialist / File Clerk

Position Title:          Data Entry Specialist / File Clerk

Department:           Youth Development

Reports to:              Associate Director/Director of Youth Development

Position Objective and Summary:

Under the supervision of the Associate Director, the Data Entry Specialist is responsible for ensuring all participants and service outcomes are entered into the UCAN and funder web-based data system, performing basic clerical support functions, and maintaining the file room. This information will accurately reflect the program’s progress in meeting program goals, expectations, and quality assurance.

Essential Functions and Responsibilities:

• Receives program service information from program staff for data entry into the UCAN web-based data system.
• Ensures accuracy of all information received from program staff with all applicable associated verifications, and accurately enters the information into the UCAN web-based data system.
• Enters and updates all program services, outcome data and information into the UCAN web-based system as required within timeframes.
• Maintains a comprehensive filing system of information received and data entered.
• Understands existing filing system and identifies any potential opportunities for improvements or adjustments.
• Appropriately file and quickly retrieve documents as required.
• Develop new client files for all assigned participants.
• Regularly make necessary updates to records with new information; archive discharged client files in accordance with program funders and UCAN policies and procedures.
• Conduct bi-monthly fidelity checks to ensure documents are organized and where they should be implementing any necessary fixes.
• Pull files as needed and maintain control on out-of-file records.
• Communicate with Associate Director and Senior Youth Development Coaches to explain the workings of the filing system when necessary.
• Completes special and miscellaneous projects as requested by the Associate Director.
• Organize office environment to meet the needs of the program.
• Assist with gathering data and tracking for reporting purposes.
• Attend all staff meetings.
• Performs other related tasks as requested, required or assigned (e.g. reception desk, front office management).

Professionalism and Work Conduct

• Behaves with integrity and demonstrates high ethical standards while displaying a positive image of UCAN.
• Acts in a professional manner at all times and maintains appropriate boundaries with clients and co-workers.
• Extremely organized and maintains confidentiality of clients’ personal records.
• Demonstrates accountability for results and keeps commitments to others.
• Reports to work, meetings, trainings and job-related activities punctual and prepared as scheduled.
• Understands and supports UCAN’s standard of cultural proficiency and strives to meet it.
• Accepts feedback and ideas from team and supervisor and is constructive when giving feedback and ideas to others.
• Discusses alternative problem solving and is open to new ideas and ways of doing things.
• Responds to clients and their families, UCAN staff, funders, service providers, and other stakeholders in a timely manner, and ensures follow up to adequately address their needs.
• Performs other related tasks as required or assigned.

 Education/Job Experience/Certification

• H.S. Diploma or equivalent.
• Minimum 2 years of experience in data entry and file system management required.
• Keen attention to detail and a commitment to accuracy.
• Excellent organizational abilities.
• Time management skills with the ability to multitask and thrive in an oftentimes fast-paced work environment.
• Interpersonal communication skills to successfully collaborate with staff members and interface with clients.
• Strong knowledge of alphabetical and numeric filing systems.
• Professional/casual attire for office setting.

Special Knowledge and Qualifications

• Knowledge of Microsoft Office Suite and data entry.
• Knowledge of office equipment (copier, scanner, fax machine, phone, etc.).
• Demonstrates openness and respect for culture and socioeconomic characteristics of clients and co-workers.
• Effective verbal and written communication skills.
• Ability to work both independently and as part of a high functioning team.
• Ability and experience to use computers for date entry, communication and report writing.

Position Status: Full Time             Non-exempt