Intake & Program Support Specialist - Part-Time

YWCA Metropolitan Chicago; Chicago (IL); Hybrid; USD 20,664 - 26,174; Part time

Job summary

YWCA Metropolitan Chicago is seeking an Intake & Program Support Specialist to educate clients about Financial Inclusion programs and assist with forms, data entry, and scheduling. The role supports office operations, answers calls, and helps coordinate services in a multi-cultural community.

The position requires bilingual Spanish fluency, strong administrative skills, and the ability to manage multiple tasks in a fast-paced environment.

Qualifications

• Twelve months of customer service and administrative support experience.
• Proactive self-starter with ability to work independently.
• Strong communication and professional telephone etiquette.
• Proficient with MS Office/Outlook; able to upload/download documents.

Responsibilities

• Educate clients about Financial Inclusion housing and wealth-building services.
• Assist with forms, applications, and initial client screening.
• Manage lobby/office, handle mail, copies, filing, and inventory.
• Enter client data into mPact Pro; support data integration with databases.
• Perform general administrative duties and calendar management.
• Coordinate with Housing Counselors and other stakeholders.

Skills

Customer service

Administrative support

MS Office

Outlook

Google Docs

Bilingual Spanish

Education

High School diploma or GED

Associate’s degree preferred

Tools

mPact Pro

ETO database

Excel

Outlook

Job description

Position Title

Position Title: Intake & Program Support Specialist

Dept: EEI / Housing and Financial Inclusion

Reports To: Housing Program Manager / Housing Counselor

Status: Hourly, PT 20 hrs./wk

Grade: 1

Program: Housing Counseling

Summary

Intake & Program Support Specialist- educates potential clients about Financial Inclusion programs and available services and addresses caller concerns about any aspect of housing and related programs. The Intake and Program Support Coordinator assists in management of the office environment, answering the receptionist phone line, logging in calls and provides required administrative support. The Intake and Program Support Coordinator is the first point of contact for potential clients, so this role is integral to the promotion of synergy across all Financial Inclusion programs and services. Must have experience working with communities or color and/or low-income earning individuals and families.

Collaborates With

The Intake & Program Support Specialist – I&PSS manages relationships with the Housing Counselors, clients, and other callers to Financial Inclusion; and community representatives.

Essential Responsibilities

• Client/Prospect Contact: Educate the public about Financial Inclusion’s available housing and wealth building services. Assist clients and potential clients with completion of required forms and applications. Conduct initial client screening to evaluate need for immediate support and to facilitate referral and linkage to appropriate community services. Enter client data into mPact Pro database. Use appropriate judgment in upward communication regarding client or prospect concerns.
• Administrative Duties: Perform a variety of office support duties including processing and distribution of mail, copying, faxing and filing. Provide administrative support for the department.
• Office Management: Assist with managing and updating the lobby and other areas of the office. Ensuring areas are cleaned and organized with all materials needed. Order and track inventory of office supplies and program materials. Manage client paper files to ensure they are in good order.
• In addition, this position would be responsible for:
  • Providing technical assistance for workshops, getting intake applications completed, collection of paperwork from program participants, and scheduling the initial one-on-one coaching session for the participant to meet with a Housing Counselor.
  • Making sure clients are moving through the process from intake to engagement.
  • Handling initial entering of client data in company-wide system, mPact Pro.
  • Collaborate with Housing Program Manager on client data integration into ETO database from mPact Pro database.
• Non-Essential Responsibilities: Participate in administrative, program meetings and trainings, as appropriate.
• Other Duties As Assigned: Other duties outside of the responsibilities of the position may be assigned, whether for a project, special needs task or other assignment.

Qualifications

At minimum, twelve months of customer service and administrative support experience, within a service-oriented environment, are required. The position requires a proactive self-starter and skills that include a demonstrated ability to work independently; to handle multiple assignments and tasks; and to apply and comply with various policies and procedures. Good telephone etiquette and ability to communicate in a courteous and professional manner are necessary to the role. Intermediate level of skills with MS Office and Outlook are required, including the ability to download and upload documents to/from email and to pre-approved databases; skills with database management, proficiency with spreadsheets and internet search applications are necessary. Knowledge and experience using Google Docs is a plus. Experience in the organization and implementation of office projects and filing systems, databases and calendars is required. A general knowledge of community resources is desirable. Must be bilingual and fluent in Spanish, reading and writing. Discretion is required for handling of documents and for client/prospect concerns. Demonstrated respect and appreciation for working in a multi-ethnic and multi-cultural work environment must be evident. The Intake and Program Support Specialist must be able to work effectively with members of the community who may show stress and impatience. Note: A bilingual Intake & Program Support Specialist who works with a foreign language speaking community must demonstrate cultural competency with that community and fluency in both English and the community’s language (oral and written).

Education Required

A High School diploma, or GED, is required. An Associate’s degree or a progress toward completion of a degree is preferred.

Certification(s) Required

NA

Work Environment

The work environment includes remote working with at least one weekly office visit. While in the office, the noise level is usually moderate. Movement requirements include walking, stooping or kneeling. There may be a need to reach, lift or move objects, such as packages, supplies and computers. Normal (or corrected) vision range; ability to see color and to distinguish letters, numbers and symbols are necessary to the work, which may require close viewing. Occasionally may need to lift and/or move up to 30 pounds. Communication needs include seeing, hearing and speaking. While working remotely and/or in the office, there will be periods of sitting, holding a telephone and using computers. Reasonable accommodations will be made for an incumbent to meet the essential responsibilities of the position.

Work Schedule

Monday – Thursday, 10:00am-3:00pm. This position may require work on some evenings and weekends. Schedule can vary depending on the needs of the agency and specific events.