Data Entry Clerk

Unclassified - Greenfield, MA

Full-time - Entry Level

Greenfield, MA

About the position

The Data Entry Clerk position at the GREENFIELD MassHire Franklin Hampshire Career Center is designed to provide essential administrative support to the Business Services Team and other programs as needed. This role is crucial for maintaining the integrity and accuracy of data related to job seekers and business customers. The Data Entry Clerk will be responsible for a variety of tasks that include 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, ensuring that all administrative functions are carried out efficiently. 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 using a keyboard, transferring data from paper formats into the database system, and filing paperwork after data entry. The clerk will also be responsible for retrieving data from the database or electronic files as requested, which necessitates a strong understanding of the data management systems in use. Collaboration with Career Center staff is essential to ensure a clear understanding of data entry requirements. The Data Entry Clerk will schedule meetings and events using calendar software, make phone calls to confirm attendance at events, and gather necessary information from employers and job seekers. Confidentiality is paramount in this role, and the clerk must comply with all confidentiality policies while handling sensitive information. Additionally, the Data Entry Clerk will utilize various databases, including MOSES, Dun & Bradstreet, O'Net, and TORQ, to conduct research and prepare written reports. The role also involves creating and distributing media materials such as event flyers and information sheets, posting approved information to the website and social media accounts, and running weekly or bi-weekly reports for distribution to appropriate staff. Maintaining positive relationships with career center staff, management, partner agencies, and the public is a key aspect of this position. The Data Entry Clerk will also provide backup support to the Front Desk and Resource Room as needed and perform other duties as assigned by the Operations Manager to ensure smooth daily operations of the Career Center.

Responsibilities

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

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 (very occasional) nights and/or weekends, as necessary, to promote Career Center services.

Nice-to-haves

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