Intake and Data Compliance Specialist

Mission: Driven by the Jewish value of “welcoming the stranger,” HIAS Pennsylvania supports low-income immigrants of all backgrounds as they build new lives in our community. Through Immigrant legal services and an array of social services, we work to address their needs, defend their rights, and advocate for their equitable inclusion in American society.

Position Description: HIAS PA receives a variety of grants that require timely data collection and entry.  To ensure compliance with grant requirements, the Intake and Data Compliance Specialist (IDCS) will perform the following tasks: 1) conducting an intake/assessment for new or existing clients and refer them to the resources available at HIAS PA and in the community; 2) assisting in data collection, entry, and reporting; and 3) assisting in creating, developing, implementing, and improving data compliance policies and procedures in alignment with relevant grant regulations and requirements. The IDCS will be supervised by the Director of Social Services and the Technology, Data, & Compliance Manager.   

SUMMARY OF RESPONSIBILITIES

Referral Intake/Assessment Responsibilities (~20%):

• Monitor, track, and screen new referrals made internally and externally.
• Assess new referrals for grant/program eligibility and enroll if they meet the grant/program eligibility or if there are sufficient funds left to support them.    
• Complete all required paperwork with enrolled clients. 
• Submit check requests for direct client assistance (e.g., payments for rent, utilities, legal filing fees, etc.).  Disburse and track payments.
• Assist the Director of Social Services in developing and implementing policies, procedures, and best practices for new referrals to provide all clients with high quality services and to be in compliance with grant specific requirements.
• Attend bi-weekly Social Services team meetings for grant/program updates and announcements.    
• Other duties as assigned by the Director of Social Services and Technology, Data, & Compliance Manager.

 Data Collection, Entry, Reporting, and Compliance Responsibilities (~80%): 

• Communicate with program managers and run weekly reports to check if there are any new enrollments that require data entry.
• Enter data into various databases (Apricot, Law Logix, and other reporting templates required by the funders) that HIAS PA uses according to the program objectives and requirements set forth by the funders. 
• Transfer, duplicate, or modify data between databases according to the program standards and requirements. Data may be obtained from client intake/assessment meetings or other existing databases. 
• Monitor and manage data as required.  Perform quality assurance on a regular basis. 
• Generate, review, and submit reports in a timely manner that reflect the funders’ timelines for program compliance and requirements. 
• In coordination with the Director of Social Services, prepare, organize, and coordinate funder monitoring visits, reviews, and audits through data quality assurance checks and communication with the funders/grantors.
• Conduct routine compliance reviews of grants. Incorporate feedback from funders and grantors.  
• In coordination with the Technology, Data, & Compliance Manager, proactively identify and seek solutions for more effective and efficient data management and system integration.   
• Other duties as assigned by the Director of Social Services and Technology, Data, & Compliance Manager.

QUALIFICATIONS

• College degree or in pursuit of college degree required.
• Excellent verbal and written communication skills required.
• Proficiency in a language other than English preferred
• Experience working with immigration legal services or resettlement programs preferred.
• Exceptional attention to detail and strong organizational skills, particularly data entry and file management.
• Excellent time management skills and ability to maintain tight deadlines.
• Written and spoken fluency in English.
• Proficiency with Microsoft Office Suites and Google Workspace.
• Ability to work independently and collaboratively within a team of diverse staff and clients.
• Ability exercise sound judgments in decision-making.
• Ability to identify challenges and provide recommendations for solutions.
• Current (within one year) PA Criminal Background Check, PA Child Abuse Clearance, and FBI Fingerprint Check.
• Proof of COVID-19 vaccination and booster. 
• Ability to work in the office three days a week.

Other Information: HIAS Pennsylvania is currently working on a hybrid work model. HIAS Pennsylvania requires all staff to be fully vaccinated against COVID-19 with the exception of those who have approved medical or religious belief exemptions.

Why Join the HIAS PA Team?

• Competitive salary commensurate with experience
• Exempt position with a 35-hour workweek
• Employment package includes company-paid comprehensive health insurance coverage.
• 403(b) Retirement account with employer contribution
• Generous Time Off including Vacation, PTO, & Paid Holidays
• Company-paid life insurance, short-term and long-term disability insurance

How to Apply:

HIAS Pennsylvania is an equal opportunity employer and does not discriminate on the basis of race, religion, color, national origin, sex, gender identity, sexual orientation, age, marital, veteran or disability status, political affiliation, or beliefs. We believe that diversity enriches our organization and helps us to fulfill our mission. All qualified applicants, including those who represent minority and marginalized groups, are strongly encouraged to apply.

To apply, please upload your resume and complete your application. No phone calls, please.