DATA ADMISTRATIVE AIDE DYCD CONNECT PTS/EMS KNOWLEDGE

Job Description

Job Description

Benefits:

• Free uniforms
• Training & development

The Data Administrative Aide is responsible for supporting the administrative, operational, and data management functions of the DYCD-funded COMPASS Program. This position plays a critical role in ensuring the accuracy, organization, and integrity of participant records, attendance documentation, enrollment data, compliance files, and program reporting requirements.

Working closely with the Program Director and program staff, the Data Administrative Aide helps maintain efficient program operations, supports compliance with DYCD requirements, and contributes to the program's overall success through effective recordkeeping, data management, customer service, and administrative support. Must have experience with DYCD Connect PTS/EMS website and systems.

Essential Duties & Responsibilities

Data Management & Reporting

• Maintain accurate participant enrollment, attendance, and demographic records.
• Enter, update, and verify participant information in program databases and tracking systems.
• Conduct routine data audits to ensure accuracy, completeness, and compliance.
• Assist in preparing reports on enrollment, attendance, participation, and program outcomes.
• Support the collection and organization of data required for DYCD reporting and monitoring purposes.
• Maintain confidentiality and security of participant information and records.

Administrative Operations

• Provide administrative support to the Program Director and program staff.
• Prepare, organize, and maintain program files, forms, and documentation.
• Assist with scheduling meetings, trainings, events, and appointments.
• Support the preparation of program materials, correspondence, and communications.
• Maintain office supplies, equipment inventories, and administrative resources.
• Assist with reception and customer service functions as needed.

Compliance & Documentation

• Ensure participant files and documentation meet DYCD and organizational requirements.
• Monitor enrollment packets and required forms for completeness.
• Support preparation for monitoring visits, audits, and program reviews.
• Assist with maintaining incident reports, consent forms, attendance records, and compliance documentation.
• Track deadlines and assist with the timely submission of required reports and records.
• Maintain organized filing systems for both electronic and physical records.

Participant & Family Support

• Provide professional and courteous customer service to participants, families, and visitors.
• Assist families with enrollment, registration, and documentation processes.
• Respond to general inquiries and direct participants and families to appropriate staff.
• Support participant recruitment, outreach, and retention efforts.
• Assist with family engagement events and program activities as needed.

Program Support & Collaboration

• Collaborate with program staff to support daily operations and program implementation.
• Assist with special projects, events, workshops, and program initiatives.
• Support communication efforts between staff, participants, families, and community partners.
• Participate in staff meetings, trainings, and organizational initiatives.
• Contribute to a positive, organized, and efficient work environment.

Minimum Qualifications

Education

• High School Diploma or GED required.
• Associate's Degree in Business Administration, Office Administration, Information Systems, Human Services, or a related field preferred.

Experience

• Minimum of one (1) year of administrative, office management, data entry, or program support experience.
• Experience working in youth development, educational, nonprofit, or community-based organizations preferred.
• Experience in maintaining databases, participant records, and confidential information preferred.
• Experience providing customer service and administrative support in a fast-paced environment.

Knowledge, Skills & Abilities

• Strong organizational and recordkeeping skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and deadlines simultaneously.
• Proficiency in Microsoft Office Suite, Google Workspace, and data management systems.
• Ability to maintain confidentiality and exercise discretion.
• Strong customer service and interpersonal skills.
• Ability to work independently and collaboratively as part of a team.

Core Competencies

• Data Management
• Administrative Operations
• Organization & Planning
• Attention to Detail
• Customer Service
• Communication
• Collaboration
• Accountability
• Time Management
• Continuous Improvement

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods of time.
• Ability to lift and transport office supplies and materials up to 25 pounds.
• Ability to move throughout the facility as needed.
• Ability to travel locally for trainings, meetings, and program-related activities as needed.

Required Certifications & Clearances

• Background Check
• Mandated Reporter Training
• Completion of all required DYCD trainings
• Additional clearances as required by DYCD and organizational policies

Accountability Measures (KPIs)

• Accuracy and completeness of participant records and data.
• Timely submission of required reports and documentation.
• Compliance with DYCD documentation and recordkeeping requirements.
• Completion of enrollment and attendance tracking responsibilities.
• Organization and maintenance of participant and program files.
• Customer service responsiveness and professionalism.
• Support of monitoring visits, audits, and program reviews.
• Contribution to overall program efficiency and operational effectiveness.

Equal Employment Opportunity Statement

Hands That Make A Difference is an Equal Opportunity Employer committed to fostering an inclusive and diverse workplace. We celebrate diversity and are committed to creating an environment where all employees, participants, and families are treated with dignity, respect, and fairness.