Family Intake Specialist

Description

Job Overview

This position will function as the initial primary contact for the potential participant(s) as they begin the enrollment process of Caminos al Futuro. This individual will be responsible for conducting the initial pre-screening to determine eligibility for the program services. The FIS also collects and enters participants’ demographic information in the identified databases and assists with reports and file maintenance. This staff works closely with all the career coaches to keep an open line of communication on all services provided to participants. The FIS ensures compliance with the underlying principles and goals of Performance Standards, program goals and objectives, and the needs of the community.

Job Responsibilities

• Promotes and models the organization’s Core Values.
• Follows program confidentiality policies concerning information about parents, children, and other staff members.
• Greet participants, collects participant information, determines their needs, reporting to supervisors and career coaches.
• Provide potential participants with information regarding document requirements, eligibility criteria, enrollment requirements, and conduct the initial pre-screening with participants to determine their eligibility for the program. 
• Contact eligible clients to invite them to attend orientations and workshops to become active Caminos al Futuro participants. 
• Respond to phone/email messages and assist with phone calls, scheduling participants’ appointments and follow-ups with all Caminos al Futuro coaches.
• Create and maintain participants’ files and ensure that all files are secured daily.
• Monitors participant files to ensure follow-up of participant referrals.
• Ensure that all funder required documents are collected and included in the participants’ files during program participation and post-follow-ups. 
• Assists Workforce Development Manager and Career Coaches in the preparation and delivery of documents.
• Assists Workforce Development Manager and Career Coaches in implementation in Career Readiness presentations and recruitment.
• Enters participant information correctly to ensure accuracy and completion of the Participant Intake processes.
• Assists with program recruitment efforts, schedules team meetings, and manages calendars.
• Enters participant information updates to maintain accurate records in the data system.
• Works cooperatively with staff to facilitate the accurate coding and entry of information in compliance with program guidelines.
• Assists in the preparation of weekly, monthly, and quarterly reports as required.
• Performs other duties as assigned.

Requirements

Education

Required:  

• High School Graduate and some college coursework. 

Preferred: 

• Associate degree in Office Management or related Administrative Support field.

Work Experience

Required: 

• Six (6) months to one-year experience in processing intake in direct programs or other non-profit programs.

Additional Skills Required

• Excellent writing, editing and proofreading skills.
• Computer literate with current Office Software.
• Ability to speak Spanish fluently is helpful, but not required.
• Excellent organizational skills that reflect the ability to perform and prioritize multiple tasks with attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Strong written and verbal communication skills.
• Demonstrated ability to achieve high-performance goals, meet deadlines and ability to manage multiple tasks with interruptions in a fast-paced environment.
• Highly resourceful team player, with the ability to be extremely effective independently, as well.
• Strong analytical, presentation, verbal and written communication, problem solving and decision-making skills.
• Emotional maturity.
• Must have dependable transportation daily, valid driver’s license, a clean driving record (subject to annual MVR check and policy), current auto liability insurance and insurable by AVANCE, San Antonio, Inc. 

Disclaimer(s)

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Nothing in this job description forms or is intended to form a contract of employment. Neither shall the content in this job description be interpreted to conflict with or to eliminate or modify in any way, the “at will” employment status of AVANCE San Antonio employees. Employment remains on an “at-will” basis.

Travel

Up to 50% travel, most local with occasional long distance. 

Equipment

Computer, computer software programs and peripherals, resource materials and equipment, copier, fax, and other equipment applicable to the position. 

Working Conditions

Mental and Physical Demands

General office and sedentary. Regularly required to sit; use hands to handle or feel; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. Use of personal computing equipment. 

Maintain emotional control under stress; work with interruptions and deadlines; walking, standing, stooping, bending, pulling, and pushing; occasional: lifting/carrying, pulling/pushing 10-30 pounds. Work evenings and weekends as needed.

Environmental Factors  

Occasional exposure to biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.). Occasional exposure to weather related conditions when working in outside environment/neighborhoods and events. 

ADA/ADAAA Statement

AVANCE is committed to equal opportunity in employment for persons with disabilities and complies with the Americans with Disabilities Act of 1990 (ADA), as amended, and any other applicable state and federal laws. Accordingly, AVANCE does not discriminate against qualified individuals with disabilities regarding application, hiring, advancement, discharge, compensation, training or other terms, conditions, and privileges of employment. Moreover, it is AVANCE’s policy to provide reasonable accommodations in employment to qualified individuals with disabilities so that they can perform the essential functions of the job, unless the accommodation would impose an undue hardship on the operation of AVANCE’s business or would change the essential functions of the position. Retaliation against an individual with a disability for utilizing this policy or seeking a reasonable accommodation is prohibited. Individuals with any questions or requests for accommodation should contact the Human Resources Department. 

EEO/AAP Statement

AVANCE values diversity and is committed to providing equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, gender identity or expression, age, sexual orientation, genetic information, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. It is also our goal to employ and advance in employment women, minorities, individuals with disabilities and protected veterans, and to treat qualified individuals without discrimination on the basis of their physical or mental disability or veteran status.