Data Administrative Assistant

Data Administrative Assistant

Peninsula Family Service (PFS) is a nonprofit organization that provides children, families, and older adults with the support and tools they need to realize their full potential. As one of the largest providers of infant, toddler, and preschool programs in the region, PFS also delivers services in financial empowerment, employment, and older adult support ensuring that people at every stage of life have access to opportunities to thrive. Established in 1950, PFS has been a trusted community partner for over 75 years, dedicated to fostering stability, resilience, and well-being for the individuals and families it serves.

At PFS, our values guide how we serve our community and work together as a team. We expect every team member to demonstrate ownership, proactive engagement, and a commitment to continuous learning and adaptability. These values are grounded in a shared dedication to community, service, and collaborative teamwork.

JOB SUMMARY

The Administrative Assistant provides data management and administrative support for Older Adult Services programs, including Peer Counseling and Financial Empowerment, based at the Fair Oaks site. This role has a strong emphasis on data clean-up, data collection, and database accuracy, ensuring that participant, service, and outcomes data are complete, current, and audit-ready. The position also provides general administrative support, including grant and funder reporting, correspondence, meeting and training coordination, and marketing materials for programs serving older adults.

REPORT TO: Data Director

JOB CLASSIFICATION: Part-Time, Non-Exempt 20 hours per week, approximately $32.00/hour

DIRECT REPORTS: None

ESSENTIAL DUTIES AND RESPONSIBILITIES

Data Management and Clean-Up

Lead data clean-up and quality-control efforts across Older Adult Services program databases, identifying and correcting incomplete, duplicate, or outdated records.

Enter and maintain participant, service, and outcomes data for Peer Counseling and Financial Empowerment programs in ETO (Efforts to Outcomes) or successor database.

Collect, compile, and monitor data submitted by co-workers on a monthly, quarterly, and annual basis.

Enter new participants into ETO; enter and reconcile weekly/monthly participant attendance data.

Peer Counseling Program Support

Create monthly reports of participants waiting for assignment of peer counselors.

Inform county agency referral sources when a referral has been assigned, closed, or declined.

Schedule and set up trainings and in-services; coordinate Peer Counseling training in conjunction with the Manager of Peer Counseling.

Maintain files on participants, including intake, referrals, and status updates.

Financial Empowerment Program Support

Support data collection and reporting for Financial Empowerment services provided to older adults.

Prepare and complete monthly, quarterly, and final funder reports for Financial Empowerment programming.

Administrative and Office Support

General office duties at the Fair Oaks site: prepare correspondence, forms, memos, purchase orders, and check requests.

Set up and maintain filing systems for Older Adult Services and Financial Empowerment records.

Complete room reservation documentation for meetings at PFS and in the community.

Other duties as assigned by supervisor.

Communications and Marketing

Support development of the Peer Counseling and Financial Empowerment newsletter/calendar.

Create basic artwork for posters, flyers, and signage promoting programs, trainings, and educational events, in compliance with branding requirements.

Available to work an occasional weekend day or evening for a special event.

Requirements

QUALIFICATIONS

Education/Experience

High school graduate/GED.

Two years administrative office experience required; experience with data clean-up or database management strongly preferred.

Strong computer skills including email, MS Word, MS Excel, and database management (ETO or similar).

Excellent understanding of modern databases and common statistical software.

Basic understanding of query language.

Excellent verbal and written communication skills.

Special Requirements

Obtain fingerprint clearance before first day of employment.

Verification to legally work in the US upon hire and updated as required.

Personal car or driver's license and appropriate insurance if driving is necessary for the position. All drivers need to have a clear driving record to drive for the agency.

Preferred Skills

Prior experience supporting older adult services or peer counseling programs.

Bilingual in Spanish or another language spoken by program participants.

OTHER REQUIREMENTS

Excellent organizational skills, with strong attention to data accuracy and detail.

Reliable and punctual.

Positive presentation when working with the public and/or older adult participants at the Center.

Maturity, good judgment, dependability, accuracy, and attention to detail.

Flexibility and a team player.

Ability to work with people of diverse backgrounds, including older adults and diverse communities served by Fair Oaks programs.