Job Description
Administrative / Office Management / Clerical - Part-time
Job Title: Data Entry/Administrative Assistant
Reporting Relationship: Compassionate Support Services (CSS) Director
Department: Compassionate Support Services (CSS)
Days Worked: Monday & Tuesday: 1:00PM – 6:00PM Wednesday: 8:30AM – 4:30PM Required Hours: Part-time – 18 hours per week; Hourly / Non-Exempt
Benefit Eligible: No
Position Summary: Primary purpose of this position is to support, track, and maintain CSS programs through the database processing of confidential client files at the Wyoming location. The responsibilities include collaboration with the CSS Director, staff, and program coordinators regarding data intake and daily administrative functions as needed.
Specific Responsibilities:
Data Entry and Administrative Responsibilities:
o Complete data entry in an accurate, timely manner
o Assist in the creation of new data entry and performance measures as assigned by the CSS Director
o Inform CSS Director of problems and concerns relating to data intake of the CSS programs
o Process and archive client charts for CSS programs, including but not limited to advocate appointments, First Steps, Cradles of Grace (COG), and Parenting Workshops
o Create and maintain CSS program surveys, results, and tracking system
o Maintain digital intake process
o Work with the CSS Director in a continuous assessment of data collection coordination, laying out data scope and sequence, logic models, and other foundational supports
o Keep CSS Director informed and current regarding database updates and charting changes
o Communicate charting errors and incomplete charts to the CSS Director
o Consolidate duplicate files for CSS and alert the Medical Department if there is a need to consolidate data at the downtown office
o Provide backup duties for receptionist, as needed, including answering the phone, greeting clients and visitors, scheduling appointments, registering clients for workshops, and accepting donations
o Provide CSS, COG, Parenting Workshops, and First Steps reports for CSS and Board of Directors on a monthly, quarterly, and yearly basis
o Assist with restocking and maintaining clean work areas, as needed: office, lobby, training room, shopping area, sorting room, kitchen, and bathrooms
o Cross-train in CSS programs as needed
o Facilitate the collection and dissemination of prayer requests from program participants to designated prayer intercessors
o Gather COG program data and input it into specified data management systems
o Oversee the accurate reporting and monitoring of COG program metrics
o Contribute to the planning and implementation of the COG program
o Track and respond to participant communications and ensure effective follow-up
o Order CSS department specific supplies as needed
o Attend all required meetings: staff, departmental, and in-service training, as required
o Assist with and/or attend PRC events (Gala, volunteer events, Walk for Life, etc.), when directed
o Perform other tasks as assigned by the CSS Director
Client Relations:
o Meet with clients when volunteers are absent or unavailable
o Abide by the PRC’s policy for client confidentiality
Donor Relations:
o Field calls and visits from potential donors inquiring about needs at CSS as needed
o Provide tours of the CSS facility when requested
o Assist in informing Development/Administration departments of significant material donations from churches
o Assist with donation drop-offs in the warehouse area
Position Requirements:
o Detail focused
o Knowledge of community resources and referral options
o Excellent organizational skills
o Passionate about the needs and spiritual growth of single moms/dads
o Good communication (verbal/written) and interpersonal skills
o Willingness to learn, teach and inform
o Able to provide spiritual leadership, discipleship, and support to volunteers and clients
o Understands and models servant leadership
o Proficient in Microsoft Office, Word, Outlook, and database software
o Knowledgeable in Google documents, forms, and presentations
o Familiar and/or willing to learn Zoom, Google Meets, and TEAMS
o Self-starter, able to work independently in a fast-paced environment o Physically able to lift 25 lbs.
o Ability to maintain confidentiality while working with highly sensitive data
PRC Core Competencies & Requirements:
o Has a personal relationship with Jesus Christ, exhibited by a focus on prayer, study of the Bible, and interactions with others
o Subscribe to, adhere to, and abide by, without reservation, the PRC’s Vision, Mission Statement, and Ministry Overview
o Client Focus
o Interpersonal Savvy
o Managing and Measuring Work
o Resourcefulness with Problem Solving
o Ethics & Integrity
o Priority Setting
o Proficient in smart phone usage, texting, Microsoft Office, Word, Outlook, Excel, and database software
o Compliant with safety procedures and policies as outlined by the PRC
o Eligible to work in the United States
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