Data capture Clerk

Respite Care of San Antonio (RCSA) provides services to enhance the stability and nurturing opportunities of families caring for a loved one with developmental disabilities and/or complex medical diagnosis.  Our goal is to strengthen and stabilize families, prevent possible child abuse, and prevent or delay institutionalization of the child with special needs. 
 

We offer various services for children with developmental disabilities and/or complex medical diagnoses, such as a full-time daycare, mother's day out program, family day out/parents' night out program, and summer camps.  Along with this, we are a licensed emergency shelter and foster placement agency for children who have been taken into state protective custody.

The Remote Data Capture Clerk will be responsible for accurately inputting, validating, and maintaining client, service, and administrative data in RCOSA’s systems. This role supports the organization’s mission by ensuring data integrity, confidentiality, and availability, which are critical for program planning, reporting, and quality assurance.

Key Responsibilities

Enter client demographics, personal, and medical information into the organization’s data management system.

Input service records, attendance logs, and respite care usage data.

Capture administrative data, such as staff timesheets, billing forms, and other program documentation.

Review source documents for completeness and accuracy before data entry.

Perform periodic checks to identify and correct errors, duplicates, or inconsistencies.

Reconcile data discrepancies by contacting relevant team members or stakeholders.

Update existing records as needed (e.g., changes in client status, new documentation).

Archive or purge outdated or inactive data in line with data retention policies.

Support data backup processes and version control protocols as required.

Assist in compiling data for internal reports (e.g., monthly program usage, funding reports).

Provide data as needed for external stakeholders (funders, regulatory bodies, auditors).

Generate ad-hoc data extracts, tables, or summaries for program managers.

Maintain strict confidentiality of sensitive client information, adhering to HIPAA (if applicable) or other data privacy regulations.

Follow RCOSA’s data governance policies, including documentation standards, data security, and record retention.

Report any data security issues or breaches immediately to the Data Manager.

Liaise with program staff, caregivers, and other team members to clarify data-related questions.

Provide training or guidance to internal stakeholders on proper data documentation and submission.

Participate in remote team meetings to align on data needs and updates.

Suggest improvements to data collection tools, workflows, or system interfaces.

Help in testing and implementing new data systems, modules, or upgrades.

Document standard operating procedures (SOPs) for data capture and data quality checks.

Qualifications & Skills

High school diploma or equivalent required; Associate’s degree or higher in Administration, Business, Health Information Management, or related field preferred.

Minimum 1–3 years of experience in data entry, data capture, or administrative work.

Proficiency with Microsoft Office, especially Excel (tables, filters, formulas).

Experience with database systems / data management software (e.g., CRM, EMR, or custom nonprofit systems) is strongly preferred.

Typing speed and accuracy (e.g., 45+ WPM or as required by role).

Familiarity with data validation techniques and tools.

Excellent attention to detail and a strong commitment to data accuracy.

Strong organizational skills and ability to manage multiple tasks.

Good communication skills (written and verbal), especially for clarifying data with remote team members.

Self-motivated and able to work independently from a home office.

Ability to safeguard confidential information and maintain data security.

Reliable high-speed internet connection and a dedicated, distraction-free workspace at home.

Benefits 

Competitive salary (or hourly rate) commensurate with experience

Remote-work flexibility

Paid time off / Holiday leave

Retirement plan (if offered by RCOSA)

Health, dental, vision insurance (if offered)

Professional development support