POSITION OVERVIEW:

The Administrative Assistant - Data position is responsible for continuously entering & updating data from various source documents into databases for storage, processing, and data management purposes.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Collect, examine, scan, and organize documents for EARN and WIOA program files
• Communicate with Quality Assurance (QA) and Compliance Specialist (CS) to ensure that all required documents are collected and filed accordingly for EARN and WIOA participant files
• Manage, organize, and maintain documents in paper and electronic filing systems
• Prepare files for state/federal audits and organize and arrange files for annual archiving
• Provide general administrative assistance
• Accurately complete required documentation and paperwork
• Manage DHS and PWI compliance and audits. Review and prepare files for external audits.
• Track, report and ensure compliance with DHS and PWI auditing procedures
• Understand and review Labor Exchange Manual. Implement and adhere to the Quality Assurance System
• Communicate with all team members on data entry needs, file deficiencies and follow up to ensure file is updated.
• Provide research and support for critical team decisions; Implement project management skills, tools, and methods
• Process request for documents needed by staff.
• Help with various tasks as needed
• Conduct regular file maintenance checks to ensure daily auditing procedures are in place.
• Review new employers and contact them if additional information is needed to approve their CWDS accounts
• Run daily reports on pending new employers and their job postings
• Perform data entry of participant and employer information into statewide system (CWDS) and other systems, as well as the team-wide reporting platform
• Perform data entry of participant’s workshop attendance through service notes, service records and course registrations
• Perform data entry for services provided to employers

QUALIFICATIONS:

• High school diploma or general education degree (GED) with related data entry experience or related office experience.
• Excellent verbal and written communication skills and professional demeanor
• Strong knowledge of Microsoft Office, including Word and Excel
• Ability to work independently, manage large file workloads, and manage files