Data Support Specialist

Brazos Valley Food Bank•Bryan, TX

About The Position

BVFB’s Data Support Specialist is primarily responsible for high-volume data entry, records management, and compliance tracking across BVFB’s BackPack, School Pantry, Project GotEM, and Senior Outreach Programs. This position requires sustained attention to detail, comfort with repetitive administrative tasks, and the ability to independently manage large volumes of data while ensuring compliance with reporting requirements. Core Responsibility: Data Entry & Compliance (Approx. 65%) Enter and maintain participant data into BVFB software for BackPack, School Pantry, Project GotEM, and Senior Outreach. Ensure 100% completion of required intake and demographic data fields. Enter service records and monthly reports into BVFB software. Maintain accurate and audit-ready electronic and physical participant files. Monitor data for completeness and follow up on missing required information. Maintain organized digital file storage for all program documentation. Enter delivery orders into BVFB’s inventory database. Reporting & Data Monitoring (Approx. 10%) Generate monthly client reports (unique and duplicate counts). Assist with pulling accurate data for funder reports. Monitor data backlog and ensure completion standards are met. Partner & Client Communication (Approx. 15%) Follow up with program partners to obtain missing intake information or missing/incomplete data on monthly reports. Conduct GotEM client enrollment and follow-up calls as needed. Coordinate with translation volunteers for GotEM enrollments when appropriate. Site Visits & Program Compliance (Approx. 10%) Conduct scheduled site visits for BackPack, School Pantry, and Senior Outreach partners. Complete required site visit documentation. Enter completed site visit forms into BVFB software. Report compliance concerns or notable issues to the Special Programs Manager within 24 hours. Track follow-up items identified during visits and document resolution. Other Undergo routine quality control audits from the Special Programs Manager Communicate effectively, appropriately and in a timely fashion with the Special Programs Manager Maintain professional standards in developing relationships with agencies, program partners, donors, BVFB staff and volunteers Follow all Agency Policies & Procedures Attend regularly scheduled one on ones with supervisor Attend quarterly All Staff meetings Attend and come prepared for inter-departmental meetings Attend and come prepared for programs department meetings as assigned Other duties as assigned and needed

Requirements

High School Diploma or GED required.
Ability to juggle multiple projects with attention to detail and accuracy while adhering to deadlines in a high-energy, fast-paced environment
Ability to work collaboratively with other staff to complete tasks
Ability to prioritize tasks
Ability to perform basic mathematical functions
Strong verbal and written communication skills
Strong follow-through on all projects/tasks
Must demonstrate high ethical standards and understand the importance of discretion and confidentiality
Basic knowledge of spreadsheet, word processing, email, and data software.
Knowledge of operation of standard office equipment such as multi-line phone, copier, fax, printer & scanner
Knowledge of clerical and administrative procedures and systems such as filing and record keeping
Flexible, with availability to work a weeknight or weekend as needed.
Passion for the mission of feeding people.
Valid driver's license and clean driving record required.
Must pass criminal background check before hire.
Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry up to 50 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.

Responsibilities

Enter and maintain participant data into BVFB software for BackPack, School Pantry, Project GotEM, and Senior Outreach.
Ensure 100% completion of required intake and demographic data fields.
Enter service records and monthly reports into BVFB software.
Maintain accurate and audit-ready electronic and physical participant files.
Monitor data for completeness and follow up on missing required information.
Maintain organized digital file storage for all program documentation.
Enter delivery orders into BVFB’s inventory database.
Generate monthly client reports (unique and duplicate counts).
Assist with pulling accurate data for funder reports.
Monitor data backlog and ensure completion standards are met.
Follow up with program partners to obtain missing intake information or missing/incomplete data on monthly reports.
Conduct GotEM client enrollment and follow-up calls as needed.
Coordinate with translation volunteers for GotEM enrollments when appropriate.
Conduct scheduled site visits for BackPack, School Pantry, and Senior Outreach partners.
Complete required site visit documentation.
Enter completed site visit forms into BVFB software.
Report compliance concerns or notable issues to the Special Programs Manager within 24 hours.
Track follow-up items identified during visits and document resolution.
Undergo routine quality control audits from the Special Programs Manager
Communicate effectively, appropriately and in a timely fashion with the Special Programs Manager
Maintain professional standards in developing relationships with agencies, program partners, donors, BVFB staff and volunteers
Follow all Agency Policies & Procedures
Attend regularly scheduled one on ones with supervisor
Attend quarterly All Staff meetings
Attend and come prepared for inter-departmental meetings
Attend and come prepared for programs department meetings as assigned
Other duties as assigned and needed