Intake Specialist, Full-time Non Exempt

POWER Recovery; Swissvale (Allegheny County); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) with generous employer match

Paid time off and holidays

Professional development and training

Job summary

POWER is a mission‑driven nonprofit helping women reclaim their lives from addiction. The Intake Specialist performs referrals, screenings, and admissions, coordinating with clinical and administrative teams to ensure timely access to care in a trauma‑informed, compassionate manner.

This role requires strong customer service, organizational skills, and HIPAA knowledge. A hybrid work arrangement may be available to support admissions coordination and client needs.

Qualifications

• High school diploma or GED required.
• Minimum two years of experience in substance use disorder treatment, behavioral health, healthcare admissions, intake coordination, or related field.
• Proficiency with MS Office 365, EHRs, SharePoint, and other business apps.
• Knowledge of confidentiality requirements, including HIPAA regulations.

Responsibilities

• Coordinate referrals, screenings, and admissions to POWER programs.
• Arrange assessments with clinicians and communicate appointment details to clients.
• Maintain accurate documentation in EHRs and ensure HIPAA compliance.
• Respond to referral inquiries and educate partners about POWER programs and processes.
• Support the admissions team by tracking status, waitlists, and outcomes.
• Provide trauma-informed client engagement and compassionate service.

Skills

Customer service

Communication

Time management

Organizational skills

HIPAA knowledge

Multi-tasking

Education

High school diploma or GED

Associate or Bachelor's degree (preferred)

Tools

Microsoft Office 365

Electronic health record systems

SharePoint

Job description

Intake Specialist

About POWER

POWER is a mission-driven nonprofit dedicated to helping women reclaim their lives from addiction. We provide trauma-informed treatment and recovery support services for women with substance use and co-occurring disorders, fostering a safe, supportive environment where women can heal, grow, and build lasting recovery.

Why This Role Matters

The Intake Specialist serves as the first point of contact for clients seeking treatment and recovery services through POWER. This position plays a critical role in ensuring timely access to care by coordinating referrals, conducting preliminary screenings, scheduling assessments, facilitating admissions, and helping women navigate the treatment process with compassion and professionalism. The Intake Specialist helps create a welcoming and supportive experience while ensuring efficient program access and continuity of care.

What You'll Do

Referral & Community Partner Relations

• Develop and maintain positive working relationships with referral sources, healthcare providers, community agencies, criminal justice partners, and other stakeholders.
• Respond promptly to referral inquiries and treatment access requests.
• Educate referral partners on POWER programs, services, eligibility requirements, and admission processes.
• Participate in outreach activities and maintain knowledge of community resources and treatment options.

Client Screening & Assessment Coordination

• Conduct telephone, virtual, and in-person screening interviews to identify treatment needs and urgency of care.
• Gather preliminary demographic, clinical, insurance, and referral information.
• Identify individuals requiring immediate intervention and facilitate timely connection to appropriate services.
• Schedule assessments with designated clinicians and communicate all appointment details to prospective clients.
• Utilize motivational engagement techniques to encourage treatment participation and reduce barriers to care.
• Perform appointment reminders and follow-up communications. Supporting the assessment specialist team - they will assist with documentation, communication, etc.

Admissions & Intake Coordination

• Coordinate admissions for all POWER programs to ensure smooth and timely entry into services.
• Verify receipt and completion of required documentation, consents, releases, and supporting records.
• Collaborate with clinical, medical, residential, and administrative teams to facilitate admissions.
• Coordinate transfers and referrals to external providers when services fall outside POWER's scope of care.
• Track admission status, waitlists, and referral outcomes.

Documentation & Compliance

• Maintain accurate, timely, and complete documentation within the electronic health record and other required systems.
• Ensure compliance with agency policies, confidentiality requirements, HIPAA regulations, DDAP standards, licensing requirements, and accreditation expectations.
• Maintain referral, screening, and admissions data for reporting and quality improvement purposes.
• Protect client privacy and confidentiality in all communications and documentation.

Client Engagement & Customer Service

• Serve as a welcoming and professional first contact for individuals seeking treatment.
• Assist clients in navigating treatment options, admission requirements, and program expectations.
• Follow up with missed appointments and no-show assessments to support engagement in care.
• Provide compassionate, trauma-informed interactions that reflect POWER's values and mission.

What You Bring

Required

• High school diploma or GED
• Minimum two (2) years of experience in substance use disorder treatment, behavioral health, healthcare admissions, intake coordination, case management, or a related field.
• Proficiency with Microsoft Office 365, electronic health record systems, SharePoint, and other business applications.
• Knowledge of confidentiality requirements, including HIPAA regulations.
• Strong customer service, communication, organizational, and time-management skills.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Act 73, 33, and 34 Clearances (required for all POWER positions).

Preferred

• Associate degree or bachelor's degree in Social Work, Counseling, Human Services, Psychology, Healthcare Administration, or a related field; equivalent experience may be considered.
• Pennsylvania Certification Board (PCB) credential or ability to obtain certification such as Certified Recovery Specialist (CRS).
• Experience working in substance use disorder treatment, medication-assisted treatment, residential treatment, or behavioral health settings.
• Knowledge of ASAM Criteria and behavioral health levels of care.
• Experience in a women-centered treatment environment.
• Knowledge of gender-responsive, trauma-informed, and recovery-oriented care practices.
• Familiarity with motivational interviewing and engagement strategies.
• Personal knowledge of recovery support systems and community resources.

Compensation, Benefits & Perks

• Compensation is based on experience and qualifications.

Benefits Include

• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) with generous employer match
• Professional development and training opportunities
• Life Insurance, LTD, Tuition Reimbursement and more

Why You'll Love Working at POWER

• Enjoy working in lovely, peaceful spaces on our brand-new POWER Campus
• Easy commute with access to public transit and close to Parkway East
• Be part of a diverse, inclusive, and supportive workplace culture
• Have access to a staff meditation room and art room
• Free coffee, because every shift deserves a good start

Work Schedule & Environment

• Full-time non exempt position.
• Hybrid work schedule may be available based on operational needs.
• Regular business hours with occasional evening hours to support admissions and client needs.
• On-site presence may be required for admissions coordination, client interactions, and team collaboration.

Work Environment & Physical Requirements

• Primarily sedentary office-based position with extensive computer and telephone use.
• Ability to communicate effectively in person, virtually, and by telephone.
• Ability to travel between POWER locations
• Ability to sit, stand, walk, bend, and lift up to 15 pounds occasionally.
• Ability to maintain focus while managing multiple client and referral interactions throughout the workday.

Our Commitment to You

• Comprehensive onboarding and training
• Supportive, team-oriented work environment
• Opportunities for professional growth and advancement

Equal Opportunity Employer

POWER is committed to building a diverse and inclusive workforce. We encourage applicants of all backgrounds and experiences to apply.