Administrative Data Assistant

PHMC is proud to be a leader in public health. PHMC requires all employees to be fully vaccinated for COVID-19 before the first day of employment. We will offer the vaccination at no cost via our Health Centers.

SERVICE AREA: Housing & Justice Related Services (HJRS)

DIVISION: Norristown Family & Housing Resource Center

JOB OVERVIEW:

The Administrative Data Assistant plays a vital role in supporting the Norristown Family & Housing Resource Center by managing data entry and administrative tasks across multiple programs, including Your Way Home (YWH), Alternative Response, and Family Reunification programs. This position ensures accurate and timely recordkeeping in compliance with funding and program requirements while providing essential administrative support to program staff. Strong organizational skills are essential, as this role supports critical housing programs. This position is grant-funded and contingent upon the renewal of the grant.

WORK ENVIRONMENT: Primary office location is the Norristown Family & Housing Resource Center

MISSION AND VISION:

PHMC works to create and sustain healthier communities through partnerships with government, foundations, businesses, and community-based organizations. We envision a healthier community for all.

• Integrity- We are committed to building and sustaining trust across our teams, partners, and funders
• Impact- Our work is purposeful and rooted in a data-driven approach.
• Accountability- We hold ourselves and each other responsible for getting things done, effectively managing resources, and achieving sustainable results.
• Inclusion & Collaboration- We value and respect the inherent difference of all individuals, strive to amplify those voices and experiences, and are committed to working together to convene diverse perspectives, talents, and approaches to public health.
• Credibility- We are a trusted resource that delivers innovative approaches and reliable services to the communities that depend on us.

RESPONSIBILITIES:

• Upload and maintain pertinent documents in Montgomery County's Clarity database.
• Ensure financial data entry compliance with various funding sources.
• Create and update records for all programs requiring documentation.
• Assign and update statistical sheets for newly enrolled clients in the Alternative Response and Family Reunification programs.
• Provide administrative support across all designated programs.
• Maintain an organized inventory of blank intake materials for all programs.
• Collaborate and meet with program managers and supervisors as needed.
• Create and manage documents and correspondence according to grant guidelines.
• Oversee program file organization and NFC and HMIS database entry.
• Develop and maintain internal data collection tools for programs.
• Manage office supply inventory and storage.
• Oversee key distribution and security alarm code management.
• Serve as the emergency contact for Security On-Line.
• Perform other administrative duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Proficiency in Microsoft Office Suite, internet usage, emails, and database systems
• Strong attention to detail and organizational skills
• Ability to prioritize multiple tasks and meet deadlines
• Dependable and able to work independently with minimal supervision
• Proficient in using office equipment such as scanners, fax machines, and copiers
• Ability to sit or stand for extended periods
• High level of discretion and sensitivity to confidential information

PHYSICAL/MENTAL REQUIREMENTS:

• Ability to lift and carry up to 20 lbs.
• Capacity to climb stairs during home visits or office access
• Skilled in managing multiple assignments while maintaining efficiency
• Ability to handle work-related stress in a professional manner
• Demonstrates sound judgment in decision-making and problem-solving
• Strong communication skills to effectively collaborate with colleagues and clients

TRAINING REQUIREMENTS:

• Completion of mandatory orientation for all new hires
• Compliance with annual agency training requirements
• Attendance at a 2-hour Montgomery County training on the Clarity HMIS database

QUALIFICATIONS:

Education

• High school diploma or equivalent required

Experience

• 1-2 years of experience in an administrative or clerical role within an office setting
• Experience with electronic filing systems
• Candidates with lived experience with homelessness are strongly encouraged to apply.

PAY GRADE: 13

PHMC is an Equal Opportunity and E-Verify Employer.