Intake Coordinator

  • Sunnyvale Community Services
  • Sep 20, 2021
Full time Nonprofit-Social Services

Job Description

Intake Coordinator

Position Summary:

The Intake Coordinator will work with Sunnyvale Community Services Casework and Case Management staff to coordinate and administer Sunnyvale Community Services’ intake process and provide program support. This position will also fill the role of the Front Office Manager in the event of her absence, or when the assistance is needed.


Duties and Responsibilities:

Intake Coordination

  • Answer incoming calls and give appropriate information to those who contact Sunnyvale Community Services
  • Direct phone follow-up for those going through the intake process
  • Screen and refer calls that do not raise issues related to the mission and objectives of Sunnyvale Community Services
  • Create, maintain, and keep documentation related to actions taken as part of the intake process, including filling out and filing intake forms, maintaining Salesforce and Clarity databases, and maintaining correspondence
  • Work closely with program staff to identify, monitor, and analyze potential systemic or issues that arise through the Intake process
  • Work closely with the program staff to develop materials to promote the Intake process
  • Work closely with the program staff to continuously develop and evaluate the Intake process
  • Maintain referral information

Program Assistance:

  • Screen clients as needed utilizing the VI-SPDAT or PR-VI-SPDAT assessment tools
  • Enter miscellaneous distributions into the Salesforce database
  • Enter financial assistance distributions into the Salesforce database
  • Maintain outreach folders with up to date flyers and information
  • Assist as needed with the sales of VTA passes
  • Assist as needed with food program enrollment
  • Provide Clarity Database support to Case Management team
  • Process Uplift Transportation Assistance on a quarterly basis

Front Desk Support:

  • Support day to day operations of the front desk when needed or when the Front Office Coordinator is unavailable
  • Maintain the front office (cleanliness), promptly open and close according to our business hours, clean the kitchen when needed
  • Assist clients and program staff by translating for monolingual Spanish speaking clients
  • Place orders with different providers when needed
  • Manage client flow in the lobby area
  • Be friendly and welcoming to all

Minimum Qualifications:

  • Strong interpersonal skills and ability to work well with people, including people who may be in crisis
  • Ability to understand project goals and objectives, engage in planning, and implement goals within a team structure
  • Strong communication skills: ability to write well and communicate effectively, specifically over the phone, through letters and email
  • Strong computer skills, including Microsoft Word, Outlook, and Excel
  • Strong organizational skills and excellent attention to detail
  • Bi-lingual (proficient in both English and Spanish) speakers/writers strongly preferred
  • Familiarity and rapport with Hispanic/Latino population/culture a strongly preferred

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