Data Entry Virtual Assistant Jobs in Massachusetts

Self Help Inc. is currently looking for a Head Start Data Entry/Office Assistant to join our team.

Agency Profile

Self Help, Inc. is a nonprofit Community Action Agency (CAA) created to help families and individuals stabilize and secure their lives through education, strategic assistance, and building opportunities in their communities. We provide a range of services for families and households across Southeastern Massachusetts.

Job Summary

The Data Entry/Office Assistant provides enrollment, data entry, and reception support to the Head Start program. This position requires excellent organizational, communication, and interpersonal skills, as well as the ability to handle a variety of tasks with professionalism and discretion. The Data Entry/Office Assistant will interact with staff, families, and community partners, contributing to a positive and welcoming environment.

Essential Duties and Responsibilities

• Screen and review incoming Head Start applications for completeness, accuracy, and eligibility in accordance with Head Start policies. • Add eligible applicants to the waitlist
• Enter children's health, dental, and immunization records into the program's data management system, ensuring compliance with Head Start program requirements.
• Support the enrollment process by meeting with prospective families for Head Start application intake.
• Maintain the confidentiality of sensitive family, child, and program information
• Provide front desk and receptionist coverage during morning hours, staff breaks, lunches, and employee absences.
• Professionally greet families, visitors, and community partners, providing exceptional customer service both in person and over the telephone.
• Answer, screen, and direct incoming phone calls; respond to general inquiries or refer callers to appropriate staff.
• Assist families with general enrollment questions and assist them through the Head Start application process.
• Verify data for accuracy and correct discrepancies by communicating with appropriate staff members.
• Support enrollment, health, and administrative staff with other administrative tasks as needed.
• Demonstrate excellent organizational skills, attention to detail, and the ability to manage multiple priorities while meeting deadlines.
• Collaborate effectively with program staff to ensure timely completion of enrollment and health documentation.
• Perform other duties as assigned to support the efficient operation of the Head Start program.
• Adhere to all Head Start Performance Standards, program policies, and relevant regulations

Other Requirements

• Must pass a criminal background check and other required clearances

• Must have or be willing to obtain CPR and First Aid certification

• Valid driver's license and reliable transportation are required

Schedule

• Monday-Friday: 7:00 AM – 2:30 PM

Hourly Rate: $21-$24

Knowledge, Skills and Abilities

• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines

• Must be dependable and consistent

• Excellent verbal and written communication skills

• Professional and courteous demeanor with strong interpersonal skills

• Ability to handle multiple tasks simultaneously and work effectively under pressure

• Strong attention to detail and accuracy

• Ability to maintain confidentiality and exercise discretion

• Problem-solving skills and the ability to take initiative

• Ability to work independently and as part of a team

• Ability to sit for extended periods of time

• Ability to communicate effectively via phone, email, and in person

• Ability to lift and carry up to 15 pounds occasionally

• Visual acuity to read and analyze documents and information on a computer screen

Education & Experience

• High school diploma or equivalent required; Associate degree in a related field preferred

• Proven 3 years of experience in data entry or in a similar clerical role

• Excellent computer skills, including proficiency in Microsoft Office Suite (Word, Excel, Outlook etc.)

• Experience working in a non-profit or social service setting preferred

• Familiarity with Head Start enrollment requirements and regulations preferred but not required

• Experience with office management software and databases

• Bilingual candidates encouraged to apply

Self Help Inc offers a comprehensive employee benefits package:

• Medical
• Dental
• Vision
• LTD
• FSA
• 403B
• Vacation Time
• Optional Time
• Sick Time
• Holidays
• Disability Benefits
• Life Insurance
• Direct Deposit

Self Help, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

Disclaimer

This job description is not intended, and should not be construed to be, an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended, however, to be an accurate reflection of those principal job elements essential for making decisions related to job performance, employee development and compensation. As such, the incumbent may perform other duties and responsibilities as required. Its contents imply no contractual obligation and may be changed by the agency at any time.