Family Intake Specialist

About the Role

This position serves as the initial primary contact for potential participants beginning the enrollment process of Caminos al Futuro. The Family Intake Specialist (FIS) conducts pre-screening to determine eligibility, collects and enters demographic information into databases, and assists with reports and file maintenance. The role involves close collaboration with career coaches to ensure open communication about services provided to participants, while ensuring compliance with program goals, performance standards, and community needs.

Responsibilities

• Promote and model the organization’s Core Values and adhere to program confidentiality policies.
• Greet participants, collect information, assess their needs, and report to supervisors and career coaches.
• Provide potential participants with details on document requirements, eligibility criteria, and enrollment processes; conduct initial pre-screening to determine eligibility.
• Contact eligible clients to invite them to orientations and workshops to activate their participation.
• Respond to phone/email inquiries, assist with calls, and schedule appointments and follow-ups with Caminos al Futuro coaches.
• Create and maintain secure participant files, ensuring daily security.
• Monitor participant files to track follow-up on referrals.
• Ensure all funder-required documents are collected and included in participant files during and after program participation.
• Assist the Workforce Development Manager and Career Coaches in preparing and delivering documents, as well as implementing Career Readiness presentations and recruitment efforts.
• Enter participant information accurately to complete the Participant Intake process.
• Support program recruitment, schedule team meetings, and manage calendars.
• Update participant information to maintain accurate records in the data system.
• Collaborate with staff to ensure accurate coding and data entry in compliance with program guidelines.
• Assist in preparing weekly, monthly, and quarterly reports as required.
• Perform other duties as assigned.

Requirements

• Education: High School Graduate with some college coursework; Associate degree in Office Management or related Administrative Support field preferred.
• Work Experience: Six months to one year of experience in intake processing for direct programs or other non-profit programs.

Skills

• Excellent writing, editing, and proofreading skills.
• Computer literacy with current Office Software.
• Ability to speak Spanish fluently is helpful but not required.
• Strong organizational skills with the ability to prioritize multiple tasks and attention to detail.
• Strong interpersonal skills and ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Demonstrated ability to achieve high-performance goals, meet deadlines, and manage multiple tasks in a fast-paced environment with interruptions.
• Highly resourceful team player, effective both independently and collaboratively.
• Strong analytical, presentation, verbal and written communication, problem-solving, and decision-making skills.
• Emotional maturity.
• Dependable transportation, valid driver’s license, clean driving record (subject to annual MVR check), current auto liability insurance, and insurability by AVANCE, San Antonio, Inc.

Travel

Up to 50% travel, primarily local with occasional long-distance trips.

Equipment

Computer, software programs and peripherals, resource materials, copier, fax, and other applicable office equipment.

Working Conditions

• Mental and Physical Demands: General office and sedentary work. Regularly required to sit; use hands to handle or feel; reach with hands and arms; and talk or hear. Requires close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Use of personal computing equipment. Must maintain emotional control under stress, work with interruptions and deadlines, and perform tasks such as walking, standing, stooping, bending, pulling, and pushing. Occasional lifting/carrying of 10-30 pounds.
• Work evenings and weekends as needed.
• Environmental Factors: Occasional exposure to biological hazards (e.g., communicable diseases, bacteria, insects, mold, fungi). Occasional exposure to weather-related conditions when working in outside environments, neighborhoods, and events.