Full Time
Posted 2 weeks ago


Status: Full time, regular, hourly, Grade 2, $14.55 hourly, after 6 months of satisfactory performance, 5% increase to $15.28 per hour.

Hours of Work 37.5 hours, primarily Monday-Friday, 8:30 am – 5:00 pm.

Major Function: Performs data entry of client information into the State of Arizona DAARS System and internal PCOA databases. Under direct supervision of the OAA Program Director and/or OAA Program Monitor, completes data entry of client information and prepares weekly and monthly reports for Community Service System. This position is responsible for accuracy, efficiency and retrieval of processed data. The Data Entry Specialist will proof material entered as required and generate data reports as required/requested.

Major Responsibilities (The following tasks are representative of the position. Actual duties are not limited to those listed):
• Enter Client Assessment Plans (ASCAPs) as submitted by PCOA Case Managers into State of Arizona Data System;
• Complete a quality control review on incoming paperwork as submitted by case managers; checking for completeness and accuracy. Returning incomplete paperwork to case managers for correction;
• As requested by the OAA Program Director and/or OAA Program Monitor, prepares weekly and monthly reports documenting cases opened, cases closed, reasons for closure, units opened and closed;

Enter client information regarding Wait Lists or specially funded programs into State of Arizona Data System;

• Process and close electronic and paper files for clients identified as enrolled in the ALTCS program; notify providers/case managers of change of funding sources;
• Process client satisfaction surveys and prepare monthly reports;
• Assists with entering billing units into State System on a monthly basis and work with the PCOA Finance department in the resolution of billing issues;
• Document problems with client electronic or paper files and/or procedural issues and provide information to OAA Program Director and/or OAA Program Monitor for issue resolution;
• Monitor timeliness of progress evaluations and reassessment completed by case managers and alert case managers and Case Management Supervisory staff when issues arise;
• Maintain client computer files and paper source document files and prepare and maintain files of weekly/monthly reports;
• Review discrepancies in data received, request clarification or advise supervisor of issues related to data and perform data verification routines in accordance with company procedures;
• Interact with departmental and other staff on matters affecting data and information flow and ensure compliance of standards in data entry, collection and retrieval.
• Provide backup coverage for PCOA Receptionist position as needed

Minimum Qualifications:
Education Required:
• High School Diploma or G.E.D.
• Criminal background check and Level 1 fingerprint clearance

Knowledge, Skills and Abilities:
• Three years of data entry and computer-related experience with high level of accuracy
• Proficient in Microsoft Office Word, Access, Outlook and Excel
• Proven skill in analytical assessment and problem solving
• Strong organizational and time management skills
• Flexibility in dealing with competing priorities and deadlines
• Ability to communicate effectively, both verbally and in writing
• Ability to take initiative and work independently
• Ability to sit at computer terminal and enter data via a keyboard for up to 7 ½ hours daily
• Familiarity with receptionist duties; answering phones/taking messages/directing inquiries

Physical Requirements:
While performing the duties of this job, the employee must be able to regularly remain in a stationary sitting or standing position 90% of the time; move about inside the office to access file cabinets, office machinery, etc.; constantly operate a computer and other office productivity machines, such as a copy machine, printer and fax machine. Frequently moves presentation materials and equipment weighing up to 20 pounds; occasionally moves up to 35 pounds and seldom moves up to 50 pounds within facility. The employee is seldom exposed to outside weather conditions. Noise level in the office work environment is usually moderate. Specific vision abilities required by this job include
close vision, distance vision, color vision, depth perception and ability to adjust focus. Hearing abilities require ability to converse in person and on the phone with clarity and verbal understanding. The aforementioned position requirements are subject to change to reasonably accommodate qualified disabled individuals.

PCOA reserves the right to modify, interpret or apply this position description. This description in no way implies that these are the only responsibilities, including major responsibilities, to be performed by the employee occupying this position. This position description is not an employment contract, implied or otherwise; the employment relationship remains “at-will.”

Pima Council on Aging is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, genetic information, or any other characteristic protected by applicable law.

To apply for this position, please download and complete our job application using this link. Please submit your completed application along with supporting documents below, send it to hr@pcoa.org, or fax to 520-762-4773.

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