Intake/Data Specialist (Part-Time)

Division: Adult Services | Department: FCC (Ford Community Center) | Location: 9301 Michigan Avenue | Reports to: Program Manager | FLSA: Non-Exempt/Hourly | Classification: Part-Time Regular | Approved: 07/28/2023

About the role

Assist with the initial assessment and paperwork of applicants for the programs and assume responsibility for maintaining an accurate and up-to-date database for program activities. Collect, update, and maintain participants' records, enter data, and perform other office support tasks.

Responsibilities

• Provides orientation to candidates who are interested in the program.
• Collects and gathers information and documents relating to eligibility, as applicable.
• Completes customer follow-up and provides reminders of required documentation and information.
• Advises customers on rights and responsibilities associated with programs and services.
• Shows interest and concern for all customers, treating them with respect and care.
• Maintains detailed participant records in compliance with policies and procedures.
• Enters participant activity data into the assigned reporting system to ensure the accuracy of data entered.
• Compiles program statistics and performance data and prepares related reports for submission.
• Reconciles and validates reports with related data files and system sources; reports errors and corrections to management.
• Maintains an organized and efficient filing system.
• Contributes to the team effort by performing other duties as assigned.

Qualifications

• High School Diploma or GED certificate required.
• Associate Degree or a combination of education and related experience preferred.
• One to two years of data entry/accounting and customer service experience.
• Ability to interact with customers in a positive and productive manner.
• Computer skills necessary to effectively maintain a database and generate reports.
• Technical training in computers and Word Office suite software programs preferred.
• Interpersonal skills necessary to effectively communicate with customers and staff.
• Bilingual language skills a must (Spanish/English preferred).
• Excellent written and verbal communication skills and attention to detail.
• Analytical ability to identify and resolve reporting errors.
• Ability to relate sensitively to a multiracial and multicultural group of people.
• Physical ability to frequently sit at a computer terminal for prolonged periods when entering data.
• Ability to effectively read and interpret written procedures.
• Valid Michigan driver’s license.
• Reliable means of transportation to travel to various locations outside of the office.
• Evening and/or weekend hours may be occasionally required.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to walk, stand, sit and talk or hear. Some filing is required which would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Work environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• The noise level in the work environment is at times moderately loud with little discomfort due to noise, dirt, dust and the like.
• This role routinely uses standard office equipment such as computers, phones, photo copiers, filing cabinets and fax machines.