Part Time Operations Specialist

Job Type

Part Time

Published

09/07/2018

Start Date

10/15/2018

Application Deadline

10/08/2018

Address

216 W. Somerset Street
Philadelphia
PA
19133
United States

Description

Position Summary

The Operations Specialist is responsible for the input, analysis and support of all databases within the Post-Secondary Services department, ensuring all staff and clients are in compliance with funder requirements and advising the program delivery staff regarding quality assurance requirements. The Operations Specialist works closely with the Manager of Employment and Credentialing and the Director of Post-Secondary Services to develop each program’s data framework. This role is charged with inputting and monitoring all the data in order to ensure that all the services rendered are documented accordingly into the appropriate databases. This position is also responsible for file maintenance and audit preparation.  The Operations Specialist will regularly update staff compliance in funder databases and communicate personnel requirements with department leadership and staff.  The Operations Specialist will also provide support to the department with fiscal procedures. This position reports to the Director of Post-Secondary Services.


Essential Functions

  1. Responsible for daily entry of client enrollment, dismissal, demographics, TANF status, indicators and program attendance in all Post-Secondary Department databases.
  2. Run weekly progress reports and generate comprehensive program scorecards from internal and external databases and report out to team on progress towards outcomes on a weekly basis.
  3. Develop and/or update forms to collect baseline client data and information from all programs.
  4. Maintain regular communication and provide technical assistance support to program staff so that client data and information is collected more efficiently and effectively.
  5. Troubleshoot data entry issues with Post-Secondary Department staff to resolve any discrepancies, and assist team with adhering to data entry deadlines, protocols, and TANF reporting and recording standards.
  6. Keep relevant program data and all client files/records organized and confidential.
  7. Support the Manager and department with related fiscal procedures including check requests, invoicing, and expense coding.
  8. Maintain records of staffing compliance.
  9. Keep relevant staff data organized and easily accessible to department leadership and funders.
  10. Maintain program data records according to program guidelines.
  11. Provide high level of customer service to clients, staff and external entities.
  12. Participate actively in program/division meetings.
  13. Attend internal and external meetings as required.
  14. Conduct routine audits of client files.
  15. Assist the Post-Secondary Department team with preparing for funder audits, and ensuring that files and databases are continuously audit-ready throughout the year.
  16. Attend trainings and professional development opportunities.
  17. Other duties as assigned.


Knowledge, Skills, and Abilities (Career Pathway: Direct Services)

All Staff Competencies

 

  • Basic understanding of Congreso’s mission, vision, values, programs and services and business plan.
  • Knowledge and understanding of the targeted community needs and demographics.
  • Understanding of legal criteria for issues such as confidentiality, domestic abuse, child abuse, and mandated reporter requirements.
  • Ability to provide nonviolent intervention with a high level of ethical standards of conduct, cultural sensitivity and within appropriate boundaries and limits.
  • Ability to effectively use standard office equipment.
  • Possesses strong interpersonal skills as demonstrated by compassionate, courteous, cordial, cooperative, and professional interaction with diverse groups of co-workers, external business partners, and the community.
  • Ability to operate a computer and use a variety of common software programs including Microsoft Office, spreadsheets, UNIDAD, and customized databases.
  • Adheres to all Congreso and departmental policies and procedures.
  • Attends all Congreso in-services as required.
  • Strong written and verbal communication skills and effectively communicate with individuals and groups.
  • Bilingual (Spanish/English)

 

Direct Services Staff Competencies

 

  • Knowledge of legal and political issues, and community resources and benefits that impact and/or benefit the targeted client needs.
  • Knowledge of basic client management procedures (PCM Model) for determining eligibility, assessing needs, identifying resources, making referrals, following up, and documenting client interactions and proactively supporting client’s pursuit of education and employment goals throughout the agency without regard to program service.
  • Demonstrates understanding and knowledge of the Latino culture and availability of North Philadelphia community resources.
  • Ability to effectively interview and engage a client in appropriate programming.
  • Ability to exercise conversational English and Spanish.
  • Ability to effectively conduct one on one advocacy and/or educational presentations.
  • Ability to work in a team structure – demonstrating ability to collaborate and contribute to the team’s work.


Experience, Education, and Licensure


Minimum Experience: 1-2 years work experience in a data entry position, or related experience with same level of detail oriented work. Knowledge of the Puerto Rican and Latino community of Philadelphia. Excellent oral and written communications skills. Computer proficiency in Microsoft Office Suite required (Word & Excel). Bilingual (English/Spanish) preferred.


Minimum Education: High School diploma, or GED.


Certification/License: N/A


EEOC

Congreso is an Equal Opportunity Employer. Congreso is strongly committed to providing equal employment opportunity for all employees and all applicants for employment. All employment decisions at Congreso are made without regard to race, ethnicity, religion, color, gender, gender identity, sexual orientation, national origin, ancestry, disability or military/veteran status, or any other protected class as set forth under applicable State, Local and Federal Civil Rights Laws.


About Congreso

Congreso is a multi-service nonprofit organization whose mission is to strengthen Latino communities through social, economic, education, and health services; leadership development and advocacy. Founded in Philadelphia in 1977, Congreso has grown into a national thought leader on nonprofit performance management with an expert focus on the Latino community. Congreso is anchored by its innovative Primary Client Model (PCM™), and provides direct services to residents of the Philadelphia region while providing consult to other nonprofits and government systems nationally.

 

Professional Level

Entry level

Minimum Education Required

High School


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