Intake Coordinator

Position Scope:

Under general direction of the Branch Manager or his/her designee, the Intake Coordinator will perform a variety of duties assigned to client verification, intakes, home visitations, record management and other duties as assigned.

Essential Duties:

1. Receive, review, enter and verify all intakes.

2. Maintain ongoing communication (verbal and written) with consumer recruitment specialist, service supervisors, case workers, clients, the regional center, human resources, and other departments to effectively communicate and process changes in client cases.

3. Ensures that all contracts are current, client evaluation packets are updated on an annual basis and other required documents (e.g. CDER, IPP, etc.) have been completed and signed by the appropriate parties.

4. Ensures that all data pertaining to new and/or amended contracts, terminations and inactive clients have been accurately entered.

5. Enter all IPP, CDER, annual reviews, increases/decreases in hours, share of cost letters and emergency hours (client paperwork) into appropriate respite system for both respite programs in a timely and accurate manner.

6. Enter prospective/new client data into the appropriate respite system for both respite programs; ensures that prospects have a successful onboarding.

7. Verify all client authorizations; maintain client prospect list.

8. Responsible for conducting home visitations and conducting client-home evaluations.

9. Ensure all clients are assigned workers as requested; assess family needs and desires, set up interviews, and follow-up once workers are selected.

10. Follow up with client/respite workers on unreported respite hours, ensuring “Partial Service” or “No Service” is identified and reported appropriately.

11. Will accurately complete and maintain referral statistic report and other related reports to continuously improve data integrity.

12. Ability to function appropriately with the designated respite system & any other related billing system; ensuring client/program service-related information is entered and maintained accurately.

13. Continuously strive to provide excellent customer service, interpersonal communication and serve as a source of accurate information.

Secondary Duties:

1. Assist in other administrative areas of the organization when needed.

2. Assist with quarterly respite worker meetings.

3. Periodically, may attend quarterly vendor meetings.

4. May assist/participate in organizing booths at vendor fairs for respite services.

Education, Experience and Skills Required:

• High school graduate or equivalent (GED) plus one (1) year of office/clerical support
• Ability to read, write and communicate effectively in English and Spanish.
• Ability to type 30 wpm and do basic business arithmetic.
• Knowledge and practical experience in developmental services.
• Practical application of MS Excel, MS Outlook, MS PowerPoint, and MS Word for Windows required.
• Ability to use standard office machines such as a personal computer, calculator, copier, fax machine, telephone, etc.
• Excellent organizational and time-management skills.
• High attention to detail.
• Strong affinity for customer service.
• Must be legally authorized to work in the United States without the need for employer sponsorship now or in the future.
• Must have reliable transportation.

Physical Requirements

• Stationary Position: Must be able to remain in a stationary position (sitting or standing) at a desk and computer terminal for more than 50% of the workday.
• Keyboarding & Repetitive Motion: Frequent use of wrists, hands, and fingers for keyboarding, mouse usage, and operating standard office equipment (copy machines, scanners, telephone systems).
• Reaching/Handling: Occasional reaching overhead or below the shoulder, grasping, and pinching to manage files, documents, and office supplies.
• Lifting/Carrying: Ability to occasionally lift, push, pull, or carry materials, packages, or office equipment weighing up to 10–25 pounds.
• Mobility: Ability to move about the office to access filing cabinets, printers, and communicate with coworkers.
• Visual Acuity: Close visual acuity is required to perform activities such as preparing and analyzing data and figures, transcribing, and viewing a computer monitor.
• Communication: Frequent speaking and hearing to exchange accurate information with clients, visitors, and staff, both in-person and via telephone.

Environmental Requirements

• Office Environment: Work is performed in a climate-controlled, professional office environment.
• Noise Level: Noise level is typically moderate, consisting of office machinery (printers, computers) and conversational chatter.
• Interruptions: Frequent interruptions and interaction with staff and visitors.
• Telecommuting: Position may be performed in a hybrid or remote setting, requiring a suitable home office environment with reliable internet access.

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Scheduling and Availability

Working hours generally are from 8:00 am to 5:00 pm, Monday through Friday with an hour for lunch. Must be willing and able to work in excess of 8 hours per day and/or 40 hours per week and willing to assist other departments as needed.

ADA/FEHA Accommodations

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. The employer will engage in an interactive process with employees to determine appropriate accommodations

Job Type: Full-time

Pay: $23.00 - $24.50 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Language:

• Spanish (Preferred)

Ability to Commute:

• Chula Vista, CA 91910 (Required)

Ability to Relocate:

• Chula Vista, CA 91910: Relocate before starting work (Required)

Work Location: In person