DATA ENTRY( HEAD START)2023

TITLE: Data Entry

AREA: Administration

REPORTS TO: Administrative & ERSEA Supervisor

STATUS: n Full time o Part Time

CLASIFICATION (FLSA): o Exempt n Non-Exempt

GENERAL DESCRIPTION:

A Data Entry is responsible for entering the information properly in the computer system, keeping the physical files up to date and safeguarding them. This work is crucial to ensure that all data is properly processed and classified.In addition, you'll need to transfer information from print media to the computer system, review data entry for accuracy and timeliness, and match existing file names to their proper directories to ensure all information is properly organized. Data Entry must be able to work quickly and effectively as long as it is accurate. Perform office activities such as scanning documents, filing, keeping updated records, and answering calls. He must interact with the team and have excellent oral and written communication skills.

TASKS AND ESSENTIAL JOB RESPONSIBILITIES:

1. Work collaboratively with all program areas to provide support in keeping databases up to date.
2. Provide support to the ERSEA area to maintain the data in the system and files in compliance with program standards.
3. In charge of special projects in data entry that involve: Compiling and organizing information to prepare the source data for computer entry, data entry and reports.
4. Provide support in evaluating and identifying defects in documents and/or reports, returning incomplete documents to the person in charge for correction.
5. Provide support in the creation, custody and updating of files.
6. Identify and request the confiscation of files that exceed 5 years in custody.
7. Protect information by completing database backups.
8. Maintain operations by adhering to rules and procedures and reporting any required modifications.
9. Perform office activities such as scanning documents, filing, keeping updated records, and answering calls.
10. Maintain a high degree of confidentiality in the handling of the data under your responsibility and to which you will have access.
11. Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items’ availability.
12. Provide clerical support to the administrative team and Program Leadership such as monthly calendars, class list, reports, and emergency contact lists etc.
13. Support in the registration and maintenance of information related to fiscal issues such as Inkind, inventories, invoices, payments, among others.
14. Responsible for developing and launching the Annual Public Report
15. Perform any other task assigned to you.

EXPERIENCE, EDUCATION, SKILLS & KNOWLEDGE REQUIRED:

1. Preferably an Associate's Degree or High School Diploma or its equivalent.
2. Experience and training related to social, human or family commitment.
3. Demonstrated computer skills, using MS Office applications and other basic data systems, including Internet browsing.
4. Demonstrated experience as a data entry clerk.
5. Experience in data collection and analysis.
6. Working knowledge of office equipment, as well as computer hardware and peripherals.
7. Fundamental knowledge of the database.
8. Knowledge of Head Start Child Plus database.
9. Ability to communicate effectively, verbally and in writing.
10. Extensive attention to detail
11. Physicals and background checks are required for this position.
12. Travel required locally or long distance up to 10% of the time for meetings and work related functions.
13. Must have a valid driver's license and reliable transportation.
14. Maintain certification in CPR and First Aid.
15. Ability to interact effectively with people of diverse backgrounds.
16. Must be honest, trustworthy and able to meet deadlines.
17. Maintain a flexible work schedule that may include some weekends and nights.
18. Self-motivated and able to work independently.

• Ability to engage in repetitive movement of wrists, hands, and fingers – typing and/or writing.
• • Ability to work frequently at close visual range (i.e. preparing and analyzing data and figures, accounting, transcription, computer terminal, extensive reading).
  • Ability to receive and respond to oral communication.
  • Ability to exert up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects.
  • Work is generally performed in an office environment.
  • Noise level in the work environment is moderate to occasionally loud (examples: business office with computers and printers, light to moderate traffic, human voices).
  • Standard office equipment generally used includes:

ORGANIZATIONAL COMPETENCIES:

• Goal Oriented: Ability to execute actions, use resources efficiently, and make timely decisions according to the quality standards expected by the organization to obtain the expected results.
• Service Oriented: Ability to identify and understand the needs and expectations of people in relation to the organization, and serve them with the required quality.
• Teamwork: Ability to build cooperative relationships based on trust with the people whom will interact with at work. Promoting the achievement of the organization’s objectives.
• Effective Communication: Ability to listen and express in a clear, concrete and timely way through writing, verbal and non-verbal communication.
• Organizational Commitment: Ability and willingness to align one’s behavior with the needs, priorities, values and objectives of the organization, and act based on organizational policies and procedures.
• Willingness to Change: Ability to propose changes and adapt work actions to the new realities presented by the organization and its context.
• Professional Development: Ability to be an example, by practicing self-development, actively participating in learning forums and promoting the best human resources practices.
• Safety: Ability to quickly manage and alert a work-related safety and/or emergency.

ORGANIZATIONAL VALUES:

• Empathy: We believe in showing love and compassion to all of our beneficiaries and in everything we do. We work hard to ensure respect, solidarity and purpose and we are dedicated to a sense of mutual service based on a deep sense of empathy
• Inclusion trust: We learn from those most affected by the poverty. We develop opportunities with them at the center of what we do. We discover the needs for being able to design and implement the right solutions at scale.
• Ethical Transparency: Our mission to eradicate poverty infantile in Puerto Rico is the driving force to do things well, with the best governance, ethics and transparency.
• Creative Innovation: We build a better country. We recognize that the opportunities to which we aspire require new solutions. Creativity and innovation are our tools to create a better quality of life.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

Signed by:

Employee Date

Approved by:

Supervisor Date

We are an equal opportunity employer committed to creating a diverse and healthy workplace.