Data Entry Clerk

Unclassified - Greenfield, MA

Full-time - Entry Level

Greenfield, MA

About the position

The MassHire Franklin Hampshire Career Center is seeking a dedicated Data Entry Clerk to provide essential administrative support to the Business Services Team and other programs as needed. This role is crucial for maintaining the integrity of data and ensuring that the Career Center operates smoothly. The Data Entry Clerk will be responsible for a variety of tasks including performing data entry, maintaining database information, and managing spreadsheets in Excel. The position requires the operation of standard office equipment such as phones and copiers, and a strong focus on accuracy and attention to detail is essential. In this role, the Data Entry Clerk will collect and enter data into the database, ensuring that records of Career Center customers, programs, and services are accurate and up-to-date. This includes entering program-specific data into a statewide database and transferring information from paper formats into the digital system. The clerk will also be responsible for retrieving data from the database or electronic files as requested, and will work closely with Career Center staff to ensure a clear understanding of data entry requirements. Additional responsibilities include scheduling meetings and events using calendar software, making phone calls to confirm attendance at events, and gathering information from employers and job seekers. The Data Entry Clerk must maintain confidentiality of all information and comply with established confidentiality policies. The role also involves using various databases for research and preparing written reports, as well as creating and distributing media materials such as event flyers and information sheets. The clerk will post approved information to the Career Center's website and social media accounts, run reports, and distribute them to appropriate staff members. Furthermore, the Data Entry Clerk will interact with career center staff, management, partner agencies, and the public, fostering good relationships within the community. Backup support for the Front Desk and Resource Room may also be required, along with other duties assigned by the Operations Manager to enhance customer service and ensure the smooth daily operation of the Career Center.

Responsibilities

• Collect and enter data in the database.
• Update and maintain accurate records of Career Center customers, programs, and service information.
• Enter and update program-specific data into the statewide database using keyboard.
• Transfer data from paper format into the database system and file paperwork after data entry.
• Retrieve data from the database or electronic files as requested.
• Work with Career Center staff to ensure accurate understanding and entry of data.
• Schedule meetings and events using calendar software.
• Make phone calls to employers and/or job seekers to confirm attendance at events and gather information.
• Maintain confidentiality of information and data, complying with confidentiality policies.
• Use internet and various databases to conduct research and prepare written reports.
• Create and distribute media material including event flyers and information sheets.
• Post approved information to the website and social media accounts.
• Run weekly/bi-weekly reports and distribute them through appropriate staff distribution lists.
• Interact and maintain good relationships with career center staff, management, partner agencies, and the public.
• Provide backup support to Front Desk and Resource Room as needed.
• Perform other duties as assigned by the Operations Manager.

Requirements

• High school diploma or equivalent.
• Previous experience in data entry and computer use.
• Knowledge of database systems.
• High level of accuracy and attention to detail.
• Proficiency in Microsoft Excel and Word.
• Familiarity with MailChimp.
• Ability to develop and maintain positive working relationships with diverse populations and community partner agencies.
• Ability to maintain confidential information.
• Strong organizational skills.
• Knowledge of career services/workforce programs is a plus.
• Bilingual fluency in English and Spanish is a plus.
• Ability to work occasional nights and/or weekends as necessary.

Nice-to-haves

• Knowledge of career services/workforce programs.
• Bilingual fluency in English and Spanish.