Job Details

DESCRIPTION:

Under direction of the programs Director and with independent professional responsibility, Receives, reviews, and enters data into computer system or tracking database according to established procedures. Ensures accuracy of all data recorded and performs database maintenance functions. This position is responsible for the ensuring the completeness and accuracy of HMIS data, data entry, and HMIS report generating activities. Perform reception duties and client intake activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Ensures the accuracy and completeness of all client information collected, ensuring that all data elements required by HMIS are completed.

• Prepares and sorts source documents, and identifies and interprets data to be entered. Enters data into the HMIS, ensuring that the information is complete and accurate.

• Updates client HMIS files as additional information is received.
• Compares data entered with source documents such as intake roster, and HMIS entry and exit forms.
• Reviews and makes necessary corrections to information entered.
• Assists in establishing and maintaining an effective and efficient HMIS
• Generates reports and responds to inquiries regarding entered data as requested.
• Performs general clerical duties such as typing, answering phones, sorting, filing, coping etc.
• Documents all contact with program participants in client files.
• Adheres to all ethical standards and confidentiality laws.
• Attends meetings and trainings as directed.
• Performs other related duties.

KNOWLEDGE OF: To perform the job successfully, an individual should demonstrate the following competencies:

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of records management procedures. Excellent computer skills with proficiency in Excel spreadsheets, and Word
• Knowledge of assigned program activities guidelines and processes

REQUIRED QUALITIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The education and experience requirements listed below are representative of this position’s requirements. Must have a high school diploma or GED; two year work experience in a secretarial position or a combination of education, training, and experience which provides the desired knowledge, skills, and abilities necessary to perform the position’s essential duties and responsibilities.

DESIRED QUALIFICATIONS:

• Associate’s degree or certificate of completion in a secretarial field.

• Two years work experience in a closely related position.

• One year work experience with Social Services and a multicultural setting.

ABILITY TO: To perform this job, an individual must be able to perform each essential job duty successfully. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Ability to perform data entry tasks with speed and accuracy.
• Ability to handle detailed work with accuracy.
• Ability to ascertain facts by personal contact, observation, and the examination of records.
• Ability to handle multiple tasks, meet deadlines and to work well with diverse people.
• Ability to establish and maintain effective working relationships with clients and co-workers.
• Ability to evaluate situations and make decisions.
• Communicate efficiently and effectively both verbally and in writing.

ESSENTIAL FUNTIONS:

Operate data computer software, proficient with accurate data entry, computer software proficiency, spreadsheets, and database programs.

• This position requires the ability to communicate and comprehend oral and written Information in English, think critically, analyze information, and make reasonable decisions.
• This position requires sitting for extended periods; prolonged exposure to computer monitors; some traversing between sites; must operate various input/output devices including keyboard and computer “mouse” This position requires a full range of physical mobility, such as bending, stooping, lifting, turning, carrying objects, and grasping, as well as the ability to speak, see, and hear.
• Possession of a valid California Driver’s License, Class C or higher, and proof of valid automobile insurance is required at the time of appointment. This position requires the ability to operate a motorized vehicle for the purposes of conducting agency business.