Data Intry

The Data Entry Specialist plays an essential role in supporting the mission of Pima Council on Aging (PCOA) by ensuring that program participation and service delivery data are accurately, completely, and promptly entered into the agency's data systems. This position is responsible for processing service enrollments and recordings submitted by PCOA Case Management, Congregate Meals sites, Home Care Providers, Nutrition Providers, and internal program staff. The Data Entry Specialist serves as a key data steward, supporting compliance with funder reporting requirements, internal performance monitoring, and continuous quality improvement across PCOA programs., The following duties are typical for this position. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Ensures all service enrollments submitted from PCOA Case Management and Congregate Meals sites are entered into DAARS (Data Application for Aging and Adult Services) timely and accurately.
• Completes monthly service recordings for Home Care Providers, Nutrition Providers, and internal programs timely and accurately, in accordance with agency, contract, and funder timelines.
• Completes weekly service recordings for Congregate Meals sites while updating and maintaining the corresponding internal tracking spreadsheets.
• Generates weekly barcode reports and distributes them to the appropriate program staff and Congregate Meals site coordinators.
• Ensures weekly food orders are received from all Congregate Meals sites; compiles individual site orders into a complete, consolidated order and emails it to the Community Food Bank within established deadlines.
• Reviews submitted enrollment forms, sign-in sheets, meal counts, and service logs for completeness, legibility, and consistency; follows up with submitting staff or sites to resolve missing or unclear information.
• Maintains organized electronic and paper records of source documents in accordance with PCOA records retention policies and applicable confidentiality requirements (HIPAA, Older Americans Act, and DES/DAAS standards).
• Identifies and corrects data entry errors, duplicate records, and discrepancies; escalates systemic data quality issues to the Data Services Manager.
• Assists with the preparation of monthly, quarterly, and ad hoc data reports for program managers, the Arizona Department of Economic Security/Division of Aging and Adult Services, and other funders as requested.
• Communicates professionally and proactively with Case Managers, site coordinators, contracted providers, and program supervisors regarding data submission requirements, deadlines, and corrections.
• Supports the onboarding of new providers and sites by orienting them to data submission processes, forms, and barcode/scanning procedures.
• Participates in internal audits, monitoring visits, and quality assurance reviews related to service data and unit reporting.
• Maintains a working knowledge of DAARS, internal databases, and reporting tools; participates in training to remain current on system updates and new reporting requirements.
• Performs other related duties as assigned in support of PCOA's mission and programs.

Do you have experience in Writing skills?, Do you have a High school diploma or GED?, * High school diploma or GED equivalent.

• Two (2) years of progressively responsible data entry, administrative, or office support experience, including regular use of databases or data management systems.
• Demonstrated proficiency with Microsoft Office, with intermediate-level skill in Microsoft Excel (formulas, sorting, filtering, formatting, and basic pivot tables).
• Demonstrated ability to enter high volumes of data with a high degree of accuracy and attention to detail.
• Ability to organize work, manage competing priorities, and consistently meet recurring weekly and monthly deadlines.
• Ability to maintain confidentiality of client, participant, and provider information.
• Effective written and verbal communication skills., * Associate's degree or additional coursework in business, information systems, health and human services, or a related field.
• Prior experience in a non-profit, social services, healthcare, or aging services environment.
• Working knowledge of DAARS or similar Area Agency on Aging (AAA) reporting systems.
• Experience supporting Older Americans Act, Title III, Title VI, or Medicaid/ALTCS-funded programs.
• Experience working with barcode scanning systems and generating system-based reports.
• Bilingual skills (English/Spanish) preferred.

Knowledge, Skills, and Abilities

• Knowledge of standard data entry practices, recordkeeping systems, and basic data quality principles.
• Knowledge of, or the ability to quickly learn, PCOA programs, services, and the units of service definitions used in DAARS.
• Skill in operating standard office equipment, multi-line phone systems, and document scanners.
• Ability to read and interpret service logs, sign-in sheets, enrollment forms, and provider invoices.
• Ability to recognize patterns and inconsistencies in data and apply sound judgment in seeking clarification.
• Ability to work independently with limited supervision, as well as collaboratively as part of a team.
• Ability to interact respectfully and effectively with older adults, family caregivers, providers, and a diverse internal and external workforce.

Physical Requirements and Work Environment

Work is performed primarily in a standard office environment. The position requires extended periods of sitting and working at a computer, repetitive use of hands and fingers for keyboarding, and the ability to view a computer monitor for prolonged periods. The incumbent must be able to occasionally lift and carry up to 25 pounds (boxes of files, paper supplies). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.