DHS/OTL - Program Intake Coordinator

Volunteers of America Northern California and Northern Nevada; Mather (CA); On-site; USD 34,000 - 39,000; Full time

Job summary

Volunteers of America Northern California and Northern Nevada is seeking a full-time Program Intake Coordinator for the Options Transitional Living team. The role supports the Program Director, handles client intake, and coordinates referrals with DHS, SLE, and SABG programs.

Strong data and billing duties are involved. Responsibilities include maintaining client records, coordinating with county agencies, and ensuring program compliance through accurate documentation and reporting.

Qualifications

• Requires high school diploma; proficiency in Microsoft Office; experience with Credible, HMIS and OneSite Leasing preferred.
• SmartCare Certification is required.
• Strong communication, organizational and problem-solving skills.
• Ability to work independently while a team member.
• Understanding homelessness, substance use, mental health, and related services is helpful.

Responsibilities

• Coordinate client intake and referrals; schedule in-person screenings with Case Managers.
• Prepare monthly billing reports for the County and maintain internal spreadsheets.
• Set up and maintain client records in Credible, HMIS, SmartCare, and OneSite Leasing.
• Ensure unit readiness in partnership with support staff.
• Process savings accounts, collect fees, and perform banking reconciliations.
• Perform clerical duties; answer phones and manage files.

Skills

Excellent verbal and written comms

Organizational and project management

Office equipment operations

De-escalate crisis situations

Analytical and decision making

Education

High school diploma

MS Office proficiency

SmartCare Certification

Tools

Credible

HMIS

OneSite Leasing

Job description

WHO WE ARE

We are more than a nonprofit organization. We are a ministry of service that includes nearly 600 paid professional employees dedicated to helping those we serve. We provide compassionate care today for flourishing communities tomorrow. Founded locally in 1911, VOA Northern California & Northern Nevada is one of the largest providers of social services in the region, delivering a broad range of community-based services that transform lives while meeting immediate needs of families, individuals, veterans, seniors, and youth. In fact, VOA-NCNN provides shelter or housing to over 3,500 men, women, and children every night.

OUR MISSION

VOA puts faith into action by providing compassionate human services to empower individuals and strengthen communities. VOA aspires to create a world in which every person lives a life of emotional, physical, and spiritual well-being, filled with hope across Northern California & Northern Nevada.

PROGRAM AND LOCATION

VOA, a Certified Great Place to Work, Family Services is recruiting a full-time Program Intake Coordinator on the Options Transitional Living team. VOA's Family Services is a transitional housing program for homeless families. Our transitional housing program for women and children provides homeless families a safe environment for their children and themselves to live while they seek permanent housing and employment. Services include individual and group counseling by dedicated case managers, life-skills and parenting classes, and referrals for permanent housing. Full-time employees (working 30 or more hours a week) are eligible for a benefits package that includes paid holidays, vacation, health, dental, vision, life, and short-term disability insurance coverage.

POSITION SUMMARY

This position provides direct support to the Program Director, coordinates client intake and referrals, and performs clerical duties for Sober Living Environments (SLE), Department of Health Services (DHS), and Perinatal Substance Abuse Block Grant (SABG) family programs. In addition, this position will have responsibility for compiling data for case management, collection of client fees, software management, coordinating daily activities of all clerical needs, meeting arrangements, and interaction with outside services providers including but not limited to County DHA, County CPS, SLEs, residential treatment facilities, school district homeless liaisons, and 211 direct referrals.

OBJECTIVES/ACTIVITIES

• Coordinate client intake and referral process which includes but is not limited to sending out eligibility requirements, reviewing information for eligibility, following up with program applicants, and scheduling in-person screening appointments with Case Managers
• Prepare monthly billing reports for the County, including internal spreadsheets and SmartCare entries.
• Set up and maintain client records, including move-ins and move-outs, in databases including but not limited to Credible, SmartCare, HMIS and OneSite Leasing. Enter client information and upload required documents into HMIS.
• Ensure unit readiness in partnership with support staff.
• Calculate savings fees for clients with income, collect fees and enter information into OneSite Leasing and scan payments for mobile deposit. Prepare monthly banking reconciliation reports to ensure accuracy of entries and deposits.
• Process saving refunds for clients upon program exit.
• Update spreadsheet and distribute weekly occupancy reports to County, VOA COO, and Program Director.
• Disseminate monthly health and safety materials, schedule drills, and track staff compliance.
• Provide required documentation for client status update to Sacramento County.
• Perform clerical activities including reception duties and answering telephone.
• Establish and maintain files.
• Maintain office equipment and arrange for repair when necessary.
• Order supplies as needed.
• Participate in VOA and outside training.
• Perform other reasonably related duties as assigned by Director.

EQUIVALENT EDUCATION AND EXPERIENCE

This position requires a high school diploma. Must have proficiency in Microsoft Office Suite. Ability to learn and utilize various databases. Prior experience using Credible, HMIS,and/or OneSite Leasing is preferred. SmartCare Certification is required. The position requires demonstrated ability in record keeping, strong communication skills, both verbal and written. Must be able to work independently while being able to work as a team member. Must have a basic understanding of severe mental health, physical health, and substance use issues and symptoms. It requires general knowledge of issues and challenges unique to homelessness, substance abuse, mental health, young adults, minorities, and persons with disabilities. Ability to provide a kind and welcoming environment to all visitors and a professional demeanor. Experience in social service programs is preferred. CPR and First Aid training must be obtained within 90 days of employment and re-certification as necessary. T.B. testing must be done annually.

SPECIFIC SKILLS REQUIRED

• Excellent verbal and written communication skills
• Strong organizational and project management skills
• Ability to use office equipment operations such as copiers, printers, fax machines and other equipment to perform job duties.
• Ability to de-escalate crisis situations and assist residents and staff in emergency situations
• Analytical and decision-making ability

PHYSICAL REQUIREMENTS

• Lift and move up to 25 pounds
• Physically able to safely maneuver weight distribution of a client in an emergency situation
• Stand, walk, bend, stoop and sit frequently
• Kneel occasionally

USD $25.65 - USD $25.65 /Hr.