Intake Specialist

Avec Community Action; Houlton (ME); On-site; USD 38,000 - 52,000; Full time

Job summary

Avec Community Action in Maine is seeking an Intake Specialist to assist individuals and families in connecting to resources, performing intake, assessments, referrals, and service coordination. You will enter data into software systems, maintain client files for eligibility, schedule appointments, conduct interviews, and collaborate with the team to provide a comprehensive approach to meeting needs.

The role emphasizes strong communication, confidentiality, and a compassionate service mindset

Qualifications

• Two years of experience in a social service-based program preferred.
• Strong communication and organizational skills.
• Ability to maintain confidentiality and handle sensitive information.
• Proficient in data entry and record-keeping.
• Familiarity with program eligibility requirements.

Responsibilities

• Gathers household information and records data into systems.
• Assess and prioritize client needs; connect to resources.
• Schedule appointments and conduct client interviews.
• Coordinate services and follow up with clients.
• Maintain records and respond to inquiries.

Skills

Verbal communication

Written communication

Listening skills

Customer service

Data entry

Microsoft Office

Problem solving

Multitasking

Interpersonal skills

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Office

Job description

Position Summary Intake Specialist is responsible for assisting individuals and families in connecting to resources. This work includes intake, assessments, referring, service coordination and follow-up. The Intake Specialist will enter data into various computer software systems, maintain customer files to include documents required for program eligibility, schedule appointments, conduct interviews with customers and work with agency team to provide comprehensive approach to meeting customer needs.

• Obtains relevant household information from customers; gathers information and records into software systems, assesses and prioritizes customer needs; identifies customer resources; builds rapport with customers.
• Identifies a network of services and resources tailored to the needs and interests of the customer; acts as a liaison between customers and referral program/agency; arranges services with other providers; assists customer(s) with completing applications for services, provides follow-up to complete application process.
• Performs data entry, maintains current knowledge of software changes and updates.
• Maintains general knowledge of program rules and regulations follows assigned guidelines.
• Maintains records as required, assists with phone calls and visitors, answers inquiries and directs customers to appropriate personnel, schedules appointments and returns phone messages promptly.
• Provides assistance to team members as needed.
• Performs additional duties as assigned.

Description

JOB DESCRIPTION

Position Title

Intake Specialist

Reports To

Program Manager

Supervises

N/A

FLSA Status

Non-Exempt

Pay Grade

D

Last Revised/Approved

November 2024

Position Summary

Intake Specialist is responsible for assisting individuals and families in connecting to resources. This work includes intake, assessments, referring, service coordination and follow-up. The Intake Specialist will enter data into various computer software systems, maintain customer files to include documents required for program eligibility, schedule appointments, conduct interviews with customers and work with agency team to provide comprehensive approach to meeting customer needs.

Essential Duties And Responsibilities

• Obtains relevant household information from customers; gathers information and records into software systems, assesses and prioritizes customer needs; identifies customer resources; builds rapport with customers.
• Identifies a network of services and resources tailored to the needs and interests of the customer; acts as a liaison between customers and referral program/agency; arranges services with other providers; assists customer(s) with completing applications for services, provides follow-up to complete application process.
• Performs data entry, maintains current knowledge of software changes and updates.
• Maintains general knowledge of program rules and regulations follows assigned guidelines.
• Maintains records as required, assists with phone calls and visitors, answers inquiries and directs customers to appropriate personnel, schedules appointments and returns phone messages promptly.
• Provides assistance to team members as needed.

Non-essential Duties And Responsibilities

• Performs additional duties as assigned.

Qualifications Needed For Position

Experience

• At least two years of experience working in a social service-based program, preferred

Skills

• Excellent verbal communication skills
• Excellent written communication skills
• Excellent listening skills
• Excellent customer service skills
• Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals
• Calculate rates, ratios, percentages, and proportions with a basic understanding of statistics, algebra, and geometry
• Proficient in using Microsoft Office applications and other computer software as applicable to the position.
• Read, analyze, comprehend, and apply written procedures
• Communicate and present information
• Research and disseminate information
• Identify problems and recommend solutions
• Influence the actions of others, where empathy and perceptiveness are required to determine the best course of action
• Promote feelings of trust and security by establishing strong, caring relationships
• Display tact, discretion, and sound judgment
• Work with a diverse population

Education and Knowledge Requirements:

• High school diploma or equivalent
• Associate's degree preferred

Other Requirements:

• Must pass required background checks
• Must have a valid driver’s license, reliable transportation, and provide proof of insurance

General Expectations

• Maintains and promotes the highest level of understanding of the Agency's Mission, Vision, and Goals.
• Maintains confidentiality; protects the Agency by keeping information concerning employees, those we serve, and the Agency itself confidential.
• Follows all safety policies and procedures with a "safety first" approach to all job duties.
• Exhibits a positive, professional, and collaborative attitude with others inside and outside the Agency.
• Exhibits teamwork through effective internal communication and working relationships.
• Is punctual for scheduled work and use time appropriately.
• Performs required amount of work in a timely fashion with minimal errors.
• Participates in trainings, conferences, and meetings as necessary.
• Possesses and exhibits the highest standards of professionalism and personal integrity.
• Represents the Agency in the community as appropriate to the role.

Physical Requirements

The physical requirements described here are representative of those that must be met by the Incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to use hands to finger, handle or feel; sit and talk or hear; and occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. The employee must occasionally lift and move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those the incumbent encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office setting and in residential homes. May encounter risks associated with unsanitary and/or unsafe living conditions, for example, poor indoor air quality or unruly pets. Frequent local and long-distance travel may be required, sometimes in inclement weather. There may be limited exposure to blood borne pathogens and other bodily fluids.

All requirements and skills are considered to be essential, unless otherwise indicated.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

ACAP is an equal opportunity employer.

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Employee Signature Date

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Supervisor Signature Date