JOB DESCRIPTION

NFP DATA ENTRY CLERK/ADMINISTRATIVE ASSISTANT

1 . I N T R O D U C T I O N

The purpose of this job description is to report the functions, requirements, working conditions, and office responsibilities of
Nurse-Family Partnership Data Entry Clerk/Healthy Start Administrative Assistant. This position supports the over 25 year mission of our organization to ensure that every baby is a healthy baby. This position reports directly to the Nurse-Family
Partnership RN Supervisor.

2 . E S S E N T I A L F U N C T I O N S

The basic functions of the Data Entry Clerk/Administrative Assistant are as follows:

RECEPTION SERVICES:

• Answer/respond to phone requests and forward appropriately
• Receive and direct visitors and clients
• Review voice-mail messages and emails and direct as appropriate
• Incoming and outbound mail management
• Fax management
• Coordinates schedules for the office
• Monitors staff calendars and schedules appointments/client meetings appropriately
• Keeps staff notified of any changes/updates to schedules as needed
• Handle requests for information and data; conducts research as needed
• Completes day-to-day requirements, expediting work results.

GENERAL OFFICE SUPPORT:

• Inputs NFP data in a timely and accurate manner into the web-based information system; complies with or assists in the compilation of statistical information for special reports.
• Performs program support tasks such as organizes forms; photocopies; files; orders and maintains program
• materials and educational handouts; makes reminder calls for visits as requested by the supervisor and nurse home visitors.
• Performs general clerical functions such as sorts, routes and distributes mail; types material from typed or handwritten copy; prepares correspondence, reports and other documents.
• Utilizes computerized data entry equipment and various word processing, spreadsheet and file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary, and summarizes data in preparation of standardized reports.
• Compiles a variety of resources; may participate in community outreach activities such as distributing program brochures, retrieving client referrals as delegated by the supervisor.
• Maintains confidentiality and adheres to HIPAA regulations.
• Provide general clerical and administrative support to department managers
• Prepare invoices, reports, memos, letters, financial statements, and other documents using Microsoft Office applications and other software
• Maintain office supply inventory
• Organize and maintain files and records (both electronic and paper)
• Operate a variety of office equipment including computer, copier, and fax machine; utilize various computer applications and software packages to generate invoices, reports, memos, letters, financial statements, etc.
• Generate and update staff phone lists, provider lists, and other documents to maintain current status
• Handle requests for information and data; conducts research as needed
• Arrange logistics for meetings and workshops; make travel arrangements for NFP staff if meetings are out of town
• Prepare check requests for payment and forward to Coalition Fiscal Department for processing; mail checks out when received
• Organize and attend All Staff meetings; take notes and generate minutes for distribution

J://Human Resources/ Job Description/ NFP Data Clerk Clerk Administrative Assistant Page 1

• Act as liaison with other agencies and private providers as needed
• Attend all company staff and Coalition meetings as requested; attend mandated trainings as needed

3 . O T H E R F U N C T I O N S

• Support with projects as needed
• Completes any additional assignments as requested by management

4 . M I N I M U M J O B R E Q U I R E M E N T S

EDUCATION / EXPERIENCE

Associates Degree or equivalent administrative assistant training certificate or minimum of 2 years of office experience required to also include Microsoft Excel: 1 year (Preferred) and Data entry: 1 year (Preferred). Experience working in a customer service environment highly beneficial. Spanish/English bilingual preferred.

SKILLS/KNOWLEDGE

• Exceptional scheduling and/or prioritizing skills with strong data entry proficiency
• Ability to handle multi-phone lines effectively
• Proven ability managing multiple priorities; strong organization, detail and process management orientation
• Working knowledge of office machines and equipment, e.g. fax machines and photocopiers
• Strong proficiency with computers, data base entry and with full Microsoft Office suite, email, and internet
• Well versed in social media venues
• Excellent written and verbal communication skills; above average interpersonal skills
• Ability to read, analyze, and interpret data and information and apply appropriate judgment
• Passion for providing extraordinary customer service and work with people at all levels
• Demonstrated ability to work independently with supervision: ability to make decisions independently
• Honesty and integrity are critical to this organization
• Exercise good judgment and maintain confidentiality of critical and sensitive information, records, and reports.
• Understand, interpret, and apply general administrative and departmental policies and procedures.
• Ability to work well independently and in a team environment
• Ability to balance multiple assignments and adjust direction and priorities within fast paced and multi-faceted work environment

TRAVEL

Some travel may be required for training and/or other business purposes.

5 . W O R K I N G C O N D I T I O N S

Fast paced work environment; flexibility to working schedules may be required due to changing business demands.
General office conditions is the standard work environment (standing, sitting, and walking). An equal opportunity employer and a smoke, drug and alcohol free workplace.

6 . O T H E R

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time with or without notice.

No phone calls please. NFP DATA ENTRY CLERK/ADMINISTRATIVE ASSISTANT position is full-time with a salary range of $31,200 - $33,280 per year. If interested, please submit electronic resume with cover letter or fax: 772.467.2018.

Equal Opportunity Employer (EOE) / Drug Free Work Place (DFWP)

Job Type: Full-time

Work Remotely:

· Temporarily due to COVID-19

Job Type: Full-time

Pay: $15.00 - $16.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person