Client Services & Data Associate

Under the direction of the Operations Manager, the Client Services and Data Associate will work collaboratively to ensure accurate record-keeping of client, case and demographic information systems, including both internal and external databases. This role also involves performing various administrative tasks to support the overall functioning of the office and data team.

Results Expected of the Position
Ensure efficient data collection, records management, and excellent client service to facilitate smooth data operations within the client services team and office.

Essential Duties/Responsibilities

• Review, research, and input new and updated client-related data into databases.
• Conduct research and review client data reports along with related impact information within the case management system.
• Collaborate with colleagues to resolve data and file management issues.
• Organize and maintain closed cases in file rooms and offsite storage.
• Archive and retrieve case files as needed.
• Provide coverage at the reception desk and perform associated duties as assigned.
• Schedule appointments as needed.
• Provide administrative support for designated managers.
• Assist the Executive Director as requested.
• Foster and maintain a positive team environment.
• Assist in the implementation of special projects as needed.
• Work with teams to review department practices, suggest solutions, and implement improvements to meet organizational needs.
• Actively participate in various committees, providing training and insight as needed.
• Attend and actively participate in supervision, team, and office-wide meetings.
• Perform other duties as assigned or requested.

Key Qualifications and Competencies

• High School Diploma or equivalent education.
• Minimum of three years’ experience working in a busy office environment handling multiple tasks, including confidential data entry, multi-line telephone systems, and resolving inquiries from clients, courts and colleagues.
• A bachelor’s degree or certification/degree from an Office Assistant/Office Administration training program can substitute for some of the experience requirements.
• Curiosity and eagerness to continue learning new skills, grow professionally, and take an optimistic approach to new challenges.
• Demonstrated attention to detail, initiative, analytical, and critical thinking skills.
• Proficiency in using software, technology, and online resources, including knowledge of databases, Microsoft Office Suite (Word, Excel, SharePoint, Outlook), and Internet searches.
• Excellent communication skills, including written, verbal, time management, and organizational skills.
• Proven ability to work independently with excellent judgment, diplomacy, professionalism, and the ability to prioritize and manage multiple requests simultaneously.
• Strong troubleshooting, advocacy, and problem-solving skills.
• Ability to foster and maintain a spirit of unity, teamwork, and cooperation.
• Ability to conduct presentations, training, and handle designated point person responsibilities as assigned.
• Demonstrated ability to exercise complete discretion when working with confidential and sensitive information.
• Interest in working with internal and external constituencies, interns, students, and volunteers.
• Proficiency in languages other than English is preferred but not required.
• Experience with legal case management systems is a plus.

Hours
Standard working hours for this role are 11:00 AM to 7:00 PM.