Intake Specialist

Easterseals Serving Chicagoland and Greater Rockford; Chicago (IL); On-site; USD 25,000 - 36,000; Full time

Job summary

Easterseals Head Start/Early Head Start is seeking an Intake Specialist to be the first point of contact for families exploring enrollment in early learning programs in Chicago and Cook County. You will explain the process, collect documents, and guide families through eligibility and pre-application steps.

The role requires strong customer service, excellent organization, and accurate data handling, with potential bilingual responsibilities. Office-based in Chicago with local travel as needed.

Qualifications

• Associate’s degree required; Bachelor’s degree preferred.
• Minimum 1 year of Head Start/Early Head Start experience preferred.
• Bilingual abilities may be preferred with English + Spanish, Cantonese, or Arabic.

Responsibilities

• Respond to families' inquiries about enrollment by phone and online pre-application.
• Explain the application process, eligibility, waiting lists, and selection.
• Conduct phone screenings to help complete applications and record details in the database.
• Submit applications for eligibility approval and track required corrections.
• Assist families by submitting eligibility documents and coordinating meetings.

Skills

Customer service

MS Office

Data entry

Communication

Organization

Education

Associate’s degree

Bachelor’s degree preferred

Tools

Microsoft Word

PowerPoint

Teams

Outlook

Excel

Job description

EMBRACING ABILITIES. EXPANDING POSSIBILITIES.

Easterseals Head Start/Early Head Start provides high-quality, family-centered education for children birth to five years old. We collaborate with 40+ early childhood programs located in the city of Chicago and suburban Cook County to promote school readiness in young children of all abilities from families with incomes below poverty guidelines. Easterseals also directly operates two Early Learning Centers in Head Start/Early Head Start in Chicago and in Hickory Hills.

For more information about our organization, please visit us online at www.eastersealschicago.org.

TheIntake Specialist is the first point of contact for families inquiring about enrollment in Early Learning Services programs. The Intake Specialist engages with families, provides information about the program, and completes the application and eligibility process in a timely and accurate manner.

This position is headquartered at the Easterseals Early Learning Services Headquarters at 1939 W. 13th Street, Chicago 60608.

MAJOR FUNCTIONS/ACCOUNTABILITIES:

• Respond to families' inquiries about enrollment, both by phone and via the online pre-application process.
• Clearly explain to families how the application works, including eligibility requirements, waiting lists, and the selection procedure.
• Conduct phone screenings to help complete applications.
• Record all relevant application details and notes in the database.
• Complete and submit applications for eligibility approval, then track and address any necessary corrections.
• Assist families by submitting their eligibility documents.
• Work with Family and Health Advocates, Coordinators, and Home-Based Educators or Managers to arrange in-person meetings as needed.
• Address questions regarding program services, locations, and more.
• Share information about additional Easterseals programs when appropriate.
• Develop and maintain effective tracking and reporting systems.
• Represent Easterseals at community events such as health fairs, festivals, and outreach activities.
• Travel to Easterseals partner sites, along with other venues for meetings and training sessions, whenever required.
• Perform any other assigned duties.

Requirements

Education/Certification:

• Associate’s degree
• Bachelor’s Degree preferred.

Knowledge/Experience Required:

• 1 year of experience in Head Start/Early Head Start preferred.
• Certain roles may either prefer or require candidates who are bilingual in English and Spanish, English and Cantonese, or English and Arabic.

Vehicle/Transportation Requirements:

• Valid driver’s license.
• Auto insurance.
• Reliable vehicle.

Skills/Abilities:

• Exceptional customer service skills.
• Ability to learn and use a variety of computer applications. Intermediate-level knowledge of Microsoft Word, PowerPoint, Teams, Outlook, and Excel. Ability to use internet browsers and video conferencing.
• Well organized, highly detail-oriented, and accuracy driven.
• Ability to establish rapport and build trusting relationships with families.
• Demonstrates a non-judgmental, compassionate, and culturally sensitive approach to working with families.
• Demonstrates a communication style that is open, adaptable, reflective, engaging, honest, and culturally sensitive.
• Ability to engage in reflective learning practices and to utilize constructive feedback in order to inform work with families.
• Ability to work well with all levels of the organization, partner sites, other agencies, and funding source personnel.
• Ability to conceptualize and articulate program outcomes.
• Ability to manage multiple projects.
• Excellent interpersonal skills.
• Excellent verbal and written communication skills.

ADA: Easterseals will make reasonable accommodations in compliance with the Americans with Disability Act of 1990. Unless exempted by the Americans with Disabilities Act, all persons hired for this position are required to possess the ability to perform the physical tasks necessary to treat clients, i.e., bending, floor-sitting, etc., as well as to have the ability to lift up to 50 pounds frequently.

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