Intake & Referral Specialist (Bilingual – Spanish)

Hively; Pleasanton (CA); On-site; USD 37,000 - 40,000; Full time

Benefits offered by this job

Medical, dental, & vision plans 100%

FSA and holidays

Tuition reimbursement

401(k)/SEP-IRA

Professional development

Job summary

Hively is hiring an Intake and Enrollment Specialist to be the front-desk contact for families and coordinate with Family Support Specialists. The role emphasizes documentation, data management, and interagency referrals to support Alameda County families.

You will maintain client records, assist with outreach, and ensure accurate processing of enrollment data while collaborating with a dedicated multi-disciplinary team across sites.

Qualifications

• Bilingual in Spanish and English.
• Experience in a human services agency or equivalent educational degree.
• BA/BS in social services/human development or related field.

Responsibilities

• Determine eligibility needs and manage enrollment waitlist for Family Support Specialists.
• Assist with receptionist duties and provide clients with community contact information.
• Input and maintain data in databases and create documents using Google or other software.
• Produce program data reports and accurately capture service records and transactions.
• Maintain confidential participant records and TrustLine applications in compliance with requirements.
• Foster referrals with community agencies and manage resources in Google Drive/Notion.
• Conduct limited outreach services and support enrollment flow between sites.

Skills

Bilingual in Spanish and English

Microsoft Office

Google Suite

Strong organizational skills

Problem solving

Education

BA/BS in social services/human development or related field

Tools

CC4/CareWait/Notion databases

Job description

Who We Are

Hively's mission is to build meaningful connections with families and communities, ensuring access to resources every child in Alameda County needs to thrive. Our vision is to transform the lives of children and families to benefit all communities and ensure a promising future for generations to come. We believe that through subsidized child care, mental health support, and community services centered in families of all types and backgrounds, we can profoundly impact the communities we serve. If this resonates with you, we invite you to apply to join our team.

Our Team & Culture

Our Team at Hively is a passionate and diverse group of individuals from a wide range of different lived experiences, backgrounds and professional expertise. We strive every day to create an environment for families and staff that is inclusive and welcoming of different experiences and perspectives. We prioritize learning, listening, and growing together and to foster a culture of respect.

The Opportunity

Reporting to the Program Manager, the Intake and Referral Specialist will play a key role at Hively. The Intake and Enrollment Specialist is an organized, detail-oriented, team-oriented, customer-focused individual who will be the front-desk initial point of contact for clients with the Family Support Specialists. As an integral member of the Alternative Programs team, the Intake and Enrollment Specialist will be responsible for managing the flow of client requests, parent resources, and child care referrals. They are also responsible for making appropriate referrals to internal and external agencies.

What you'll be doing:

• Determine eligibility needs, maintain, collect documentation, and distribute from the waitlist for enrollment to Family Support Specialists
• Assist with receptionist duties and provide clients with community contact information for other services
• Input and maintain accurate information in appropriate databases (CC4, CareWait, and Notion) paper files, or electronic files. Create or modify various documents, reports, and schedule appointments using Google or any other software as requested.
• Compile, reconcile, validate, and produce program data reports for daily, weekly, monthly, quarterly, and/or special assignments as needed. Accurately capture service records and financial transactions as assigned
• Maintain required confidential participant records and TrustLine applications pursuant to department, agency, local, State and Federal requirements
• Maintain relationships with community agencies that refer clients to the program and contribute to the ongoing development of new referral sources. Create and maintain resources in Google Drive and Notion
• Conduct limited outreach services
• Monitor CareWait and ensure all families are directed to the appropriate agency as needed, or assigned for enrollment if they correspond to Hively's service area
• Establish initial electronic and physical files for those enrolled and facilitate a warm-handoff to Stage 2 agencies
• Apply proven conflict resolution and de-escalation skills to safely navigate challenging interactions, fostering trust and safety with vulnerable and high-needs populations
• Other duties as assigned, including front desk coverage support.

What you should bring:

• Experience in a human services agency or equivalent educational degree
• Bilingual in Spanish and English
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Experience using Microsoft Office software and Google Suite
• Knowledge of all aspects of business office procedures
• Ability to communicate effectively both orally and in writing
• Ability to develop and maintain good working relationships with diverse groups of people
• Basic math skills
• Strong organizational skills
• Ability to work a flexible schedule, including occasional evenings and weekends, to support community events and outreach programs as needed.

Preferred Knowledge, Skills and Abilities:

• BA/BS with major coursework in social services/human development or related field
• Experience in the delivery of services to a diverse population
• Previous experience working for a non-profit
• Reliable transportation and the ability to travel regularly between local site locations and community event venues as needed.

$26.88 - $28.90 an hour

Salary ranges are based on industry data, and final employment offer will be determined based upon factors including but not limited to an applicant's experience, specialized skills, and internal alignment.

Benefits

• Medical, dental, and vision plans covered at 100% for the employee
• Health & Dependent Care FSA 14 Paid Holidays + 4 flex holidays, including your birthday!
• Generous paid time off policy (over 3 weeks per year)
• Tuition Reimbursement ($1,000/year)
• Employee Appreciation Program
• Life & Long Term Disability Insurance covered 100% by Hively
• 403(b) plan
• SEP-IRA plan with an employer contribution of 5% of annual salary
• Learning & Development Opportunities
• Financial wellness program with unlimited access to personal financial advisors
• Industry competitive salary ranges

Work Location

Please note this role is a fully on-site position. While the primary location will be the office listed, you may be required to work from other Hively locations within Alameda County as operational needs arise.

Welcoming Candidates from All Backgrounds

Hively is proud to be an equal opportunity employer. We welcome applicants of any educational background, gender identity and expression, sexual orientation, religion, ethnicity, age, socioeconomic status, disability, and veteran status.

Please note that applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time