Program Intake Specialist for Education, Training, and Employment

Job Summary:

The Program Intake Specialist is responsible for managing the initial intake process for individuals seeking services for Education, Training and Employment Services. The role serves as a point of contact for referral agents and the community and plays a critical role in assessing eligibility, collecting documentation and ensuring a smooth transition into the program/service. This role also provides screen for Medicaid enrolled participants who require referrals to meet basic needs for themselves and their family (such as food, housing and transportation). 

Essential Job Duties and Responsibilities: (Additional duties may be assigned)  

• Serve as the primary contact for referral agents and program applicants. 
• Conduct screening interviews via phone, in person or virtually to collect relevant demographic and background information. 
• Provide Social Care Network screening, assessment and and case management to program participants. 
• Collect required documentation for enrollment. 
• Verify insurance information. 
• Input and maintain accurate participant information in the electronic medical record. 
• Collaborate with program director and team members to facilitate timely program entry. 
• Assist with necessary copying, faxing, scanning, filing, mailing, shredding, etc. 
• Provide referral agents and program applicants with information about program services, expectations and next steps. 
• Maintain confidentiality and comply with privacy laws and internal policies. 
• Prepare reports and maintain intake records in accordance with organizational standards. 
• Performs routine documentation audits 
• Support outreach efforts to engage potential participants and community partners. 

Other:

• Participate in training and staff meetings as required. 
• May assist with documentation audits to ensure compliance with regulatory requirements. 
• Schedules meetings and appointments (both in person and virtually) as needed and ensures all attendees have communication regarding meeting location, etc. 

Supervisory Responsibilities:

None

Education and Experience:

• High school diploma or GED required; Associate’s or bachelor’s degree in social work, human services, public health or related field preferred. 
• One to two years of experience in intake, case management, customer service or administrative support. 

Knowledge, Skills, and Abilities:

• Strong interpersonal and communication skills (verbal and written), including the ability to work with diverse populations and across multiple teams. 
• Skill in planning and scheduling to establish deadlines and ensure the timely completion of several independent tasks and short-term projects. 
• Strong organizational skills and attention to detail and ability to manage multiple projects simultaneously.
• Ability to act with integrity, professionalism, and confidentiality. 
• Knowledge of relevant regulations, eligibility criteria or community resources is a plus. 
• Ability to gather data, compile information, and prepare reports. 
• Ability to respond to questions from community, program participants and staff.
• Individuals must demonstrate sensitivity, respect, and competency with diverse cultural backgrounds, social identities and practices of community members and be willing to participate in anti-racism focused diversity training to increase skills in this area.
• Bi-lingual in Spanish preferred. 

Equipment, Machines and Software Used:

• Ability to operate various office equipment including computer, printer, telephone, fax machine, photocopier, scanner, and calculator.
• Proficient with Computer Software: Microsoft Office to include Word, PowerPoint, Outlook, and Excel. Experience with Paylocity payroll system preferred. 
• Experience using data management system/electronic health information system. 
• Must have reliable transportation. 

Physical and Mental Requirements:

• Prolonged periods of sitting at a desk and working on a computer. 
• Ability to exert up to 15 pounds of force frequently, and/or a negligible amount of force constantly to move objects. 
• Must be able to access and navigate each department at the organization’s facilities. 
• Finger dexterity required to operate telephone and computer keyboard. 
• Hearing at a level to enable one to hear normal conversation. 
• Visual requirements of having the ability to read documents, the computer screen, etc. 

Environmental Conditions:

• Work is performed in a typical office environment where there is no substantial exposure to adverse environmental conditions unless otherwise directed. 

Work Hours:

• The standard work week is 20 hours, M-F. Flexibility may be required on occasion. 
• This work cannot be performed from home or in hybrid format.  

Compensation:

• Compensation will be in the range of $22/hr. 

Disclaimer:

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
• This job description in no way states or implies that these are the only duties to be performed by the employee(s) occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.  
• The company reserves the right to add to or revise an employee's job duties at any time at its sole discretion.
• This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship