SUPPORT STAFF

Job Role Summary

This position is responsible for entering and maintaining data in both Healthy Families databases.  Complete data entry and assignment for all incoming referrals.  Maintain accurate records, tracking spreadsheets, and organizational systems.  Manage terminated records.  Communicate with referral sources and other Healthy Families programs as needed.  Stock office supplies.  Support Manager, Senior Supervisors, Supervisors, and Program Intake Supervisor as needed.

Essential Duties

Responsibility 1:  Data Entry

• Enter all incoming referrals into the Marion County Healthy Families database and the Healthy Families Indiana database.
• Maintain integrity and confidentiality of data within both databases.
• Coordinate with other Marion County Healthy Families sites to ensure no duplication of services.
• Track and monitor transfer of referrals.
• Assign referrals to the Family Resource Specialist team every week.
• Track and close referrals in both databases when the program is at capacity.

Responsibility 2:  Office Support

• Support Program Intake Supervisor regularly with other priority tasks, including stocking supplies, tidying the office, answering phones, completing travel requests, assisting with purchasing, completing background checks, taking meeting minutes, and completing maintenance requests.
• Assist Manager, Senior Supervisors, and Supervisors with other tasks, including faxing, copying, filing, and creating various reports as requested.
• Assist Supervisors in maintaining Marion County Healthy Families database when families are terminated.
• Attend all assigned team meetings, group activities, and training.

Associated Job Duties

Responsibility 3:  Maintenance of Records

• Manage the file room, including tidying the work area and supplies.
• Track, maintain, and store terminated records.
• File incoming referrals in appropriate binders.

Responsibility 4:  Public Health Duties

• Participate in public health emergency preparedness exercises and in response to public health emergencies, as directed.
• Participate in a minimum of two health fair events totaling a minimum of eight (8) hours annually.  These events may occur on weekends.
• Protect and maintain confidentiality of each family’s and employee's medical and personal information which may be obtained in the course of provision of care or employment.
• Job duties may require individuals to remove confidential information from workplace setting to another site to provide service.  If the information is removed, it must be protected and secured as if the employee were at the office.
• Other duties as assigned.

Qualifications

Education/Licensure/Certifications/Experience:

• Minimum of a high school diploma or equivalent required
• 1+ years of previous experience working with a variety of software and/or data entry systems

Licenses/Certifications Required

n/a

Knowledge, Skills & Abilities

Knowledge and Skills:

• Acceptance of individual differences
• Experience and humility to work with culturally diverse families and colleagues

• Proficiency with technology; knowledge of Microsoft 365, including Outlook and Excel, required
• Time management and organizational skills

Working Environment

• Unconfined sitting, working at computer, attending meetings, etc.; standing and walking; steady use of hands and fingers – data entry; limited lifting and carrying.