Intake Coordinator

JOB SUMMARY:   Responsible professional work providing excellent verbal and written communication skills to deal with clients, our organization and the public. Provide services that support the client filing management system, client intake, data entry, reporting, and other support services for the Program Manager. Participates in the organization’s performance and quality improvement efforts.

ESSENTIAL FUNCTIONS:

1.    Answers a designated Kinship Referral Line and completes Kinship Intake Referral form for potential clients. Access FSFN database and searches for each member in a client’s household; provide Intake Referral and corresponding FSFN documents to Data Coordinator. 

2.    Conducts initial assessment to determine the referral path for services. Explain intake process, fully complete intake documents and enter information into My-Evolve and data based systems as required.

3.    Provides receptionist duties to Kinship Pinellas Largo Office, directs visitors and telephone calls to appropriate staff. Communicates effectively and respond in a timely manner to phone calls, emails, faxes, and correspondence, as directed.

4.    Coordinates the client filing activity, maintains set up of closed file room and supports the filing of client paperwork for each supervisor and team member as needed.

5.    Provide back up support and works closely with Data Coordinator to ensure that all closed client files are properly managed by rotating files for storage and maintaining record of stored files in accordance with HIPAA/COA rules and regulations.

6.    Manages needs of the office, such as ordering supplies and coordinating facility needs with the Program Manager.

7.    Works with the Program Manager on tasks as assigned that support the operation of the program.

8.    Attend meetings and trainings as directed.

9.    Works within the philosophy and guidelines of Children’s Home Network.

10.  Performs other duties as assigned.  

***THESE ESSENTIAL JOB FUNCTIONS ARE NOT TO BE CONSTRUDED AS A COMPLETE STATEMENT OF ALL DUTIES PERFORMED.  EMPLOYEES WILL BE REQUIRED TO PERFORM OTHER JOB-RELATED MARGINAL DUTIES AS REQUIRED***

MINIMUM QUALIFICATION REQUIREMENTS:

Education & Experience:

·         High school diploma or GED and three (3) years intake, data entry or administrative clerical experience in a professional office setting. Associate degree in Business Administration or related field with 1 year experience in intake or data entry preferred. BA degree in Business Administration or related field can substitute for 3 years of experience. 

Licenses & Certifications:

• Must possess and maintain a valid Florida driver’s license with no record of criminal

driving offense of license suspension.

• Must possess means of providing job related transportation and show proof of required

insurance. Must be insurable under CHN’s current auto insurance policy.

• Must be able to work flexible hours, including evenings and weekends.
• Must successfully complete and maintain FDLE clearance, Federal background and State criminal background check and sexual predator screening.

COMPETENCIES & PROFESSIONAL DEVELOPMENT:

Annual Training Requirements: The following training topics are required annually: Sexual

Harassment, Blood-borne Pathogens, Workplace Accident Prevention and Reporting,

Confidentiality and Privacy Practices, Diversity/Cultural Competency, Child Abuse and Neglect

Mandated Reporter Statutes and Methods, Prevention of Violence in the Workplace, OSHA–

related training, Crisis Prevention, and Program Goals.

Knowledge, Skills, Abilities & Competencies:

• Knowledge of word-processing, spreadsheet, and related basic computer software, including MS Word, MS Excel, PowerPoint, Outlook, and program specific software.
• Knowledge of effective office procedures and practices. Possess effective organization skills.
• Ability to communicate effectively, verbally and in writing. 

·         Ability to establish effective working relationships with clients, co-workers, supervisors, and other individuals. 

• Possess effective interpersonal skills.
• Knowledge of agency’s organizational structure, standard operating procedures, and policies. 

On-going Training Requirements: Training sufficient to maintain intake and data base skills program goals and contract specific training.

Supervision Received:

·         Formal supervision is provided bi-weekly by the Program Manager.

·         Additional Support is provided as needed by the Data Coordinator.

ESSENTIAL PHYSICAL SKILLS:

• Ability to use a personal computer and related office equipment.
• Ability to communicate verbally. Good hearing (with or without hearing device).
• Reasonable accommodation will be made for otherwise qualified individuals with a

disability.

·         Ability to operate a motor vehicle.

ENVIRONMENTAL CONDITIONS:

Works within an office environment. Occasional travel to other locations