Intake and Data Specialist

Planned Parenthood of Greater New York • Corning, NY

8d • $25 - $26

About The Position

The Intake and Data Specialist supports the Manager of SSS Operations with daily oversight of direct-service documentation and the SSS database. The role reviews case files and forms for completeness and accuracy and performs daily data entry to keep the database current. It also supports initial client intake by collecting demographic and crime information, reviewing confidentiality forms, explaining OVS benefits, and assisting with OVS compensation claims. The Specialist helps coordinate the volunteer program, including outreach, recruitment, and training, and provides direct services to clients while covering the program’s 24/7 hotline, including after-hours on-call shifts.

This is a full-time position involving travel within the region about 15% of the time. Flexibility in the work schedule is essential; some evening and weekend work is required. The job operates in a professional office environment, with potential exposure to communicable diseases and other conditions in a health center environment. Travel to indoor and outdoor locations may be required for programming or events. During peak activity periods, work may exceed 7.5 hours per day and/or 37.5 hours per week.

The role requires prolonged sitting and repetitive computer work, as well as prolonged standing when facilitating educational programming. It also involves periodic standing, walking, and bending; occasionally walking up and down stairs; and lifting or moving up to 25 pounds of programming or event materials. The Specialist must have sufficient visual acuity to work frequently on a computer and review printed materials, and the ability to hear and communicate orally. Standard office equipment includes computers, phones, photocopiers, and filing cabinets; work may involve reaching, grasping, pushing, and pulling.

PPGNY requires proof of immunization or immunity to certain communicable diseases, including influenza during flu season and COVID-19, and tuberculosis testing, as required by applicable health and safety requirements.

Requirements

• Strong interest in supporting survivors of interpersonal violence.
• Experience with data collection, data entry, and maintenance of secure databases.
• Comfort with hotline coverage, including evenings and weekends.
• Flexible schedule, with evening and/or weekend work as required.
• Ability to keep all client information confidential and follow safety and security guidelines.
• Comfort with facilitation and teaching.
• Excellent customer service, communication, interpersonal, verbal, oral, written, listening, and relationship-building skills.
• Ability to remain focused and calm in stressful situations.
• Ability to develop and maintain effective professional relationships with internal and external stakeholders and work cooperatively with different personalities as part of a team.
• Proficiency in Microsoft Office Suite or similar software.
• Strong Microsoft Excel skills or experience with other spreadsheet or data-management platforms.
• Knowledge of computers and data-entry experience.
• Strong data-management and data-analysis skills.
• Keen attention to detail and excellent organizational and time-management skills, including ability to meet deadlines.
• Ability to produce high-quality, reliable work in a fast-paced environment with changing or competing priorities and minimal direct supervision.
• Ability to exercise sound judgment, make independent decisions, and use discretion when handling confidential information.
• Ability to work a flexible or extended schedule as operational demands require, take initiative, work independently, and be creative and flexible.
• Commitment to violence prevention, sexual and reproductive health, LGBTQ+ rights and justice, accessibility, and racial equity.
• Demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, and gender and racial justice.
• Commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems.
• Ability to build trust and work across cultural differences, and to reflect on personal identity with humility.
• Ability to provide compassionate, non-judgmental, culturally responsive care and demonstrate accountability to client and learner experience.

Nice To Haves

• Knowledge of trauma-informed care, the criminal justice system, mental health issues, and using data to advance equity.
• Experience working with survivors of interpersonal violence.
• Bilingual Spanish/English.

Responsibilities

• Review documentation received for data entry to verify completeness and accuracy, identify errors, and notify appropriate staff and supervisors.
• Enter direct-service documentation into the database, including client demographics, victimization, services provided, case notes, and referrals.
• Update client information, including victimization and case status, releases of information, other forms, duplicate-client records, and case closures.
• Assist with preparing data for grant reporting and applications.
• Help train SSS staff on documentation, data-entry processes, and software updates.
• Work with SSS leadership to monitor confidentiality and HIPAA compliance across platforms and activities.
• Support improvements to team documentation practices by updating training and reference materials and providing technical assistance.
• Provide emotional support, crisis intervention, advocacy, and accompaniment to survivors during 24/7 hotline coverage, as requested.
• Support initial client intake by collecting demographic and crime information and obtaining or reviewing confidentiality forms and releases of information.
• Explain OVS benefits and assist clients with filing OVS compensation claims.
• Maintain timely and thorough documentation and case files while protecting client confidentiality and following HIPAA and SSS procedures.
• Conduct outreach to prospective volunteers; organize applications and screening; and assist with volunteer interviews.
• Assist with recruiting, training, and supporting volunteer advocates, and provide consultation as needed or requested.
• Participate in volunteer evaluation and help plan and facilitate volunteer training and events.
• Assist with coordinating volunteer coverage of the 24-hour crisis hotline, including evenings and weekends.
• Maintain DOH Rape Crisis Counselor/Advocate certification by completing mandatory continuing education hours.
• Help identify coverage for the 24/7 hotline and keep its schedule up to date.
• Assist with maintaining shared calendars and file systems.
• Help prepare monthly and quarterly statistical reports.
• Attend staff meetings, assist with program evaluation, and participate in program planning.
• Perform other assigned duties within a team-based work environment.

Benefits

• Generous paid time off and holiday schedule.
• Medical, dental, and vision coverage options for the employee and eligible dependents.
• Flexible spending account (FSA), health savings account (HSA), and commuter pre-tax reimbursement funds.
• Short- and long-term disability coverage.
• Free basic life and AD&D coverage.
• 401(k) retirement plan with Safe Harbor contributions after one year of employment.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed