Data Administrative Assistant

Data Administrative Assistant

Job Description

ABOUT US

• 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correcting incomplete, duplicate, or outdated records.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 Of ice 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.