DATA ENTRY​ / ​OFFICE ASSISTANT-BIH (PART-TIME)

INTRODUCTORY PERIOD:
All regular appointees serve a six (6) month introductory period.

CITIZENSHIP/IMMIGRATION STATUS:
In accordance with the Immigration Reform and Control Act of 1986, Neighborhood House Association hires only U.S. citizens and others lawfully authorized to work in the U.S.

This Job Announcement is not an offer of employment. The provisions of this job announcement do not constitute an express or implied contract. Any of the provisions contained in this job announcement may be modified or revoked without notice. Any person who is hired may voluntarily leave their employment upon giving proper notice, and may be terminated by the Agency at any time and for any reason. Any oral or written statements to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employee.

Please note that offers of employment are only valid if they are made by the Human Resources Department

All qualified applicants willreceive consideration for employment without regard to race, color, religion,sex, sexual orientation, gender identity, national origin, disability or veteranstatus.

Under general supervision, performs a wide variety of routine to moderately difficult clerical support functions, including greeting visitors in person and by telephone, data entry and records management duties; types a variety of correspondence, documents, reports and other materials requiring skilled word processing; and performs related duties as assigned. This is a shared position between the Black Infant Health (BIH) Program and Early Head Start (EHS) Program.

Knowledge of:

• Office administration practices and procedures;
• Correct English usage, including spelling, grammar and punctuation;
• NHA, BIH, and EHS section rules, policies and procedures applicable to assigned areas of work;
• Record keeping and filing practices and procedures;
• Word processing, spreadsheet and other standard business software;
• Records management practices and procedures;

Ability to:

• Operate a computer using word processing, spreadsheet, database and other standard business software;
• Operate standard office equipment.

• Type accurately at a speed necessary to meet the requirements of the position;
• Organize, set priorities and exercise sound independent judgment within areas of responsibility;
• Organize and maintain office and specialized files;
• Communicate clearly and effectively orally and in writing;
• Understand and follow written and oral instructions;
• Prepare clear, accurate and concise records and reports;
• Use tact, discretion and courtesy in dealing with officials, the public and others encountered in the course of the work;
• Establish and maintain effective working relationships with NHA managers, employees and others encountered in the course of work;
• Perform high-volume data entry accurately and at a speed to meet established production standards.

Training & Experience:

A typical way of obtaining the knowledge, skills and abilities outlined above is:
Graduation from high school or G.E.D. equivalent and three years office clerical or secretarial experience; or an equivalent combination of training and experience; Must be able to type at least 40 words per minute (as verified by a typing certificate that is current within the past six months). Experience may also be obtained through vocational training such as ROP, etc.

SPECIAL REQUIREMENTS, LICENSES & CERTIFICATES:

Must have a valid California Driver’s License.
Certification in pediatric first aid and CPR must be met within 90 days of employment. Must meet and maintain state law and county licensing requirements regarding employment in a child care center (fingerprints, TB, physical).

BIH

• Enters BIH case management and program data in a timely and accurate manner into the State data system;
• Oversees the maintenance of clean and complete participant and site-specific data;
• Complies with or assists in the compilation of statistical information for special reports;
• Assists in developing and maintaining filing system for the BIH Program;
• Utilizes computerized data entry equipment and various word processing, spreadsheet and file maintenance programs to enter, store and/or retrieve information as requested or necessary, and summarizes data in preparation of standardized reports;
• Provides support to team members working with the BIH Program;

• Attends CDPH/MCAH-sponsored BIH Basic Training, as well as subsequent BIH Advanced Trainings;

• Maintains confidentiality and adheres to HIPAA regulations;
• Tracks and verifies quality of data entry from all sources;
• Resolves data problems;

EHS

• Types, formats, edits, revises, proofreads and prints notices, reports, correspondence, memoranda, transmittal sheets, statistical charts and other documents;
• Types from rough notes, drafts and brief oral instructions;
• Creates and maintains databases of records, lists and projects;
• Creates and maintains standard statistical spreadsheets;
• Designs and revises routine to moderately difficult forms, charts and graphs;
• Verifies the accuracy of materials produced and/or input data;
• Provides secretarial and general office support services for managers, supervisors and staff;
• Schedules meetings and coordinates logistics;
• Prepares and distributes agendas and minutes;
• Collects data, compiles required information and types standard agreements and contracts for approval, signature and execution;
• Maintains a variety of standard office and specialized records and files;
• Prepares manual and computer logs and files;
• Opens, logs and routes office mail;
• Copies, compiles and distributes documents and materials;
• Sorts, codes, cross-references, duplicate and file a wide variety of records and documents;
• Pulls and makes new files upon request;
• Maintains up-to-date file listings, indexes and cross-references;

• Monitors and maintains inventories of standard office supplies and materials;
• Troubleshoots and performs minor maintenance on duplicating equipment and other office machines;
• Submits requisitions for duplicating equipment supplies, repairs and services.