Data and Program Support

Family Building Blocks•Salem, OR

23d•$17 - $18

About The Position

The Data and Program Support position plays a vital role in ensuring the smooth and efficient operation of Family Building Blocks' home visiting programs. This position provides administrative, organizational, and data support to the Family Building Blocks Home Visiting Program and Healthy Families Program , supporting the Program Manager, supervisors, home visitors, volunteers, and interns. The primary focus of this role is accurate data entry, database support, office coordination, inventory management , and maintaining the confidentiality and integrity of family and program records. This position helps ensure that staff have the systems, supplies, and information they need to effectively serve children and families.

Requirements

High School Diploma or GED and three years of experience working in a professional setting performing similar data and administrative support duties.
Experience working in an office environment and possess strong computer skills, including Office365: email, Word, Excel, SharePoint, Teams, and databases. Ability to learn new programs required for the position.
Possess strong customer service, attention to detail, and problem-solving skills. Takes the initiative, is self-motivated, and is proactive.
Ability to prioritize and handle multiple, concurrent projects or assignments.
Ability to contribute to a positive and professional atmosphere at FBB and promote caring, calm, and respectful interactions with families, children, volunteers, interns, and staff of Family Building Blocks.
Must maintain discretion and respect the confidentiality of information about volunteers, donors, enrolled families, personnel issues, and other program operations.
Strong organizational and time management skills with the ability to prioritize to meet deadlines and balance competing priorities.
Strong commitment to Family Building Blocks' mission and values serving children and families as well as staff.
Ability to maintain a professional and positive attitude and work independently with little guidance in a fast-paced, changing environment.
Experience and humility to work with culturally diverse families.
Must maintain discretion and respect the confidentiality of information about enrolled families, personnel issues, and other program operations.
Support Family Building Blocks established safety policies and procedures toward a safe and healthy work environment.
Contribute to a positive and professional atmosphere at Family Building Blocks and promote caring, calm, and respectful interactions with families, children, volunteers, interns, and staff of Family Building Blocks.
Possess a valid Oregon Driver's license or ability to obtain one within 30 days of hire, acceptable driving record, and reliable transportation.
Must be able to provide proof of current auto insurance.
An employer-paid pre-employment drug test is required.
Successfully pass a criminal conviction background check.
Mandated Reporter - Report all cases of suspected abuse and neglect in accordance with Oregon statutes and agency policies and procedures.
Must maintain throughout the length of employment an acceptable driving record according to FBB criteria and valid auto insurance is required.
Employees must sustain a drug free and acceptable criminal record throughout the course of employment.
Must have First Aid/ CPR card and Food Handler's card within 30 days of employment.
Enrollment in Department Early Learning Care Central Background Criminal History Registry (CBR)
Ability to complete training in "Recognizing and Reporting Suspicions of Child Abuse and Neglect" within 30 days of employment.

Nice To Haves

Bilingual Spanish/English
Experience working in a non-profit or human services organization
Familiarity with non-profit data collection systems

Responsibilities

Office and Program Support Performs reception duties, answers phone calls from the incoming general number, and delivers messages to appropriate staff. Maintains mailboxes, sorts/distributes mail, and is responsible for outgoing mail. Maintains sign-in/sign-out logs. Assists with logistics of meetings and events. Maintains/supports creating program packets for the home visiting team.
Inventory Maintenance & Organization Coordinates with supervisors to develop and maintain systems for organizing and tracking inventory of forms and other program materials and ensures paperwork packets are readily available for intake team and home visitors. Maintains an orderly resource room and orders office supplies using FBB's central ordering system. Maintains supplies inventory (office and home visiting); anticipates needed supplies; places and expedites orders for supplies; verifies receipt of supplies. Serve as primary contact with IT and copier vendor regarding access, maintenance, and repairs of printers. Oversees the clothing closet, food pantry volunteers, and emergency diaper supply. Receives and sorts incoming donations, communicates with other sites about donation needs, as needed.
Data Entry & Data Support Accurately enters family files and assessment information in databases. Database cleanup – under direction of Data & Intake Supervisor runs reports, follows up with supervisors and staff to obtain missing information then enter data in the database. Updates family information on the database (address & phone number) when provided. Supports staff with database technical support – ensuring data is entered correctly. Communicates day/weekly on the process of projects given by the Data & Intake Supervisor. Transports closed files to our achieving location and assists in filing and tracking archived files monthly. Assist the Program Manager in running reports monthly that support the quality of work staff is completing. Supports program by pulling ALERT (Immunization) reports for children when needed. Safeguard the confidentiality of departmental or office administration by exercising discretion in communicating information to staff, and handling program records and files, and similar confidential materials.
Volunteer & Intern Support Provides an atmosphere that promotes inclusion and supports the work of FBB volunteers and student interns as an integral part of program services. Provide learning opportunities for volunteers and interns while participating in program services.
Other Duties Attend meetings, trainings, and professional development activities Perform other duties as assigned