HOPWA Intake Specialist

Catholic Charities Jacksonville; Jacksonville (FL); On-site; USD 26,000 - 28,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Sick leave

12 paid holidays

Parental leave

Life insurance

403B retirement plan

Pension

Job summary

Catholic Charities Jacksonville Regional Office is seeking a full-time HOPWA Intake Specialist for an in-office, 40-hour week in Jacksonville, FL. The role handles intake, eligibility, documentation, and referral processing, with coordination to Case Management to ensure continuity of care.

This non-exempt position offers a comprehensive nonprofit benefits package, including employer-paid health insurance, leave, and retirement options.

Qualifications

• High school diploma or equivalent required.
• Previous experience in social services, client intake, customer service, or administrative support preferred.
• Experience with client database systems and confidential documentation.

Responsibilities

• Coordinate and manage intake for the HOPWA contract.
• Process referrals and conduct eligibility screenings.
• Collect, verify, and enter documentation into the data system.
• Coordinate with Case Managers for timely transfer of services.
• Maintain confidential client records and accurate reporting.

Skills

Client assessment

Organizational skills

Written and verbal comms

Time management

Team collaboration

Professional boundaries

Crisis response

Education

High school diploma or equivalent

Tools

Microsoft Word

Outlook

Excel

Client database systems

Job description

The Catholic Charities Jacksonville Regional Office is seeking a full-time, non-exempt HOPWA Intake Specialist. This is a in-office 40 hour a week position, Monday to Friday, 8 am to 4:30 pm, in-office position is located in Jacksonville, FL. The salary range is $19 to $20 an hour, commensurate with experience and qualifications.

Catholic Charities offers a competitive non-profit compensation package with competitive pay rates and comprehensive benefits; 100% employer paid health insurance, paid time off, sick leave, 12 paid holidays, paid parental leave, life insurance, flexible spending account, short-term disability, long-term disability, supplemental 403B retirement plan, and pension.

Job Summary

Responsible for coordinating and managing the intake process for the Emergency Financial Assistance Housing Opportunities for Persons with AIDS (HOPWA) contract. Processes referrals, conducts eligibility screenings, collects and verifies required documentation, and ensures timely and accurate completion of intake requirements. Facilitates the transition of eligible clients to Case Management services to support continuity of care and timely access to assistance.

Essential Duties And Responsibilities

• Receive, review, and process program referrals in a timely and accurate manner.
• Conduct initial screenings to determine applicant eligibility in accordance with HOPWA program requirements and applicable funding guidelines.
• Communicate with applicants and referral sources to obtain required information and documentation.
• Collect, review, and verify client documentation for completeness, accuracy, and compliance with program requirements.
• Complete initial intake assessments and enter required information into the designated client data system.
• Maintain accurate, complete, and organized client records in accordance with agency, program, funder, and confidentiality requirements.
• Communicate eligibility determinations, program requirements, and next steps clearly and professionally to applicants.
• Coordinate with Case Managers to ensure the timely transfer and continuity of services for eligible clients.
• Track referral, screening, and intake activity to support required reporting, program monitoring, and performance measures.
• Protect the confidentiality and security of sensitive client information in accordance with agency policy and applicable laws and regulations.
• Support ongoing compliance with HOPWA contractual, programmatic, documentation, and reporting requirements.
• Other duties as assigned.

Other Duties And Functions

• Carry out all responsibilities in a manner consistent with the mission and values of Catholic Charities, fostering a compassionate and collaborative environment and promoting dignity, stability, and self-sufficiency for individuals and families served.
• Treat clients, coworkers, volunteers, and community partners with dignity and respect, demonstrating sensitivity to the cultural, socioeconomic, and spiritual characteristics of the populations served.
• Maintain the confidentiality and security of client, employee, and agency information in accordance with agency policies and applicable laws and regulations.
• Maintain regular and effective communication with the supervisor regarding caseload, client needs, challenges, and other matters requiring guidance or attention.
• Attend required agency, departmental, and program meetings and participate in training, in-service activities, continuing education, conferences, and workshops necessary for professional development and compliance.
• Complete and maintain all documentation, records, and required reports in a timely, complete, and accurate manner and in accordance with applicable regulatory, statutory, contractual, grant, and agency requirements.
• Comply with all applicable Diocese of St. Augustine and Catholic Charities Bureau, Inc. policies, procedures, standards, and requirements.
• Perform other duties as assigned to support program and agency operations.

Knowledge, Skills And Abilities

• Ability to assess client needs and provide services using a compassionate, strengths-based, and client-centered approach.
• Strong organizational and time-management skills, with attention to detail and accuracy in documentation.
• Effective written and verbal communication skills.
• Ability to manage workload, prioritize competing responsibilities, and meet deadlines in a fast-paced environment.
• Ability to work collaboratively and professionally with clients, staff, volunteers, and community partners.
• Proficiency in Microsoft Word, Outlook, and Excel, as well as experience with client database systems; ability to learn agency-specific software.
• Ability to maintain appropriate professional boundaries and protect confidential and sensitive information.
• Ability to remain calm, professional, and effective when responding to crisis situations or challenging client needs.

Required/Preferred Education And Experience

• High school diploma or equivalent required.
• Previous experience in social services, client intake, customer service, or administrative support preferred.

Other Requirements

• Successfully complete a Level II background screening.
• Successfully complete a professional reference check.
• Successfully complete a local background check in the county of residence.
• Successfully complete an annual Motor Vehicle Record (MVR) check.
• Maintain a valid Florida driver's license and reliable transportation.
• Provide proof of and maintain personal automobile insurance that meets agency requirements.
• Provide copies of all required licenses and certifications prior to the first day of employment.
• Successfully complete employment eligibility verification through E-Verify.

Driving and Travel

• 10% travel is required for this job.
• This position requires that you drive your personal automobile or vehicle on agency business on behalf of Catholic Charities Bureau, Inc. Therefore, you must be at least 21 years old and have a current valid Florida Driver's License with no more than 5 points on your Florida driver's license within the last three years and no DUI convictions. You are required to carry automobile liability insurance in the amount of at least $50,000 for each person, $100,000 for each accident or occurrence for bodily injury, and $25,000 for property damage. Additionally, if transporting children, employees must be at least 25 years old and have increased limits of 100/300/50. Please read the CCB Automobile and Driving Policy for full driving requirements.

Catholic Charities is an EEO and e-verify participating agency.