CRC- Intake Specialist

Ibero-American Action League, Inc.•City of Rochester, NY

About The Position

Summary: Under the supervision of the Community Resource Center Director, the Intake Specialist position is responsible for several administrative tasks which align with department programs. This position holds a relatively high degree of independence within the framework of the department’s standard operating procedures. The Intake Specialist plays a key role in the department by providing a safe, welcoming and positive environment for staff, clients and visitors. The individual must display initiative, attention to detail, creativity, organization and strong computer skills. Essential Functions: Welcome all clients & visitors in a friendly and professional manner. Screen clients through our database intake form and make appropriate referrals. Provide general case management and support based on client needs. Answer all hotline incoming calls, promptly, efficiently and in a courteous manner. Route incoming calls, take/send messages accurately and follows up in a timely manner. Provides clerical support to management staff including, but not limited to- typing, filing, and translations. Order all necessary materials for staff such as office supplies, copier paper etc. Contact appropriate vendor when copier in need of repairs. Manages all ESOL enrollment. Maintain following areas clean and organized while following standard operating procedures; reception desk, waiting area, copier room and ESOL classroom. Maintain most common resources stocked, bulletin boards up to date by following standard operations procedures. Collect all outgoing mail for drop off at main office and pick up of incoming mail as assigned by supervisor. Monitor all data input and manage data clean up initiatives to ensure data accuracy. Maintain staff up to date on relevant procedures for the department as the “front door”. Ability to create flyers, spreadsheets, signs and other marketing materials such as power point. Performs any other duties assigned by direct supervisors or director. Maintain and order supplies for the CRC.

Requirements

Must be Bilingual in English and Spanish.
Must have NYS Driver’s License and access to own transportation.
Minimum of High School diploma.
Abilities to complete functions listed above.
Must be proficient in Outlook, Word, Excel and have excellent computer skills.
Proficiency in various office equipment including computers, phones, software, database, copier, fax machine, etc.
Must have two years of related experience. Combination of training and/or experience may be considered.
Ability to lift to approximately 10lbs. and frequent sitting.
Ability to maintain an organized work environment.
Ability to work independently and demonstrate high initiative.
Ability to use thinking and reasoning to solve a problem.
Ability to perform work accurately and thoroughly during peak time.
Ability to perform other tasks as assigned in a timely fashion.
Ability to work with people regardless of their age, gender identity, race, ethnicity, religion.
Ability to maintain professional when dealing with clients experiencing crisis or mental health.
Ability to motivate and support other staff to accomplish team and organizational goals.
Ability to follow a systematic method of performing a task.
Ability to accept constructive feedback.
Ability to complete standard clerical tasks.
Ability to effectively build relationships with customers and co-workers.
Ability to communicate effectively with others via email, phone or face to face.
Ability to use Microsoft Office products with little guidance.
Ability to exhibit a cheerful demeanor toward others.
Ability to maintain all client and services provided confidential.
Ability to learn hands on and demonstrate high level of initiative when learning role.
The trait of being dependable and trustworthy.

Responsibilities

Welcome all clients & visitors in a friendly and professional manner.
Screen clients through our database intake form and make appropriate referrals.
Provide general case management and support based on client needs.
Answer all hotline incoming calls, promptly, efficiently and in a courteous manner.
Route incoming calls, take/send messages accurately and follows up in a timely manner.
Provides clerical support to management staff including, but not limited to- typing, filing, and translations.
Order all necessary materials for staff such as office supplies, copier paper etc.
Contact appropriate vendor when copier in need of repairs.
Manages all ESOL enrollment.
Maintain following areas clean and organized while following standard operating procedures; reception desk, waiting area, copier room and ESOL classroom.
Maintain most common resources stocked, bulletin boards up to date by following standard operations procedures.
Collect all outgoing mail for drop off at main office and pick up of incoming mail as assigned by supervisor.
Monitor all data input and manage data clean up initiatives to ensure data accuracy.
Maintain staff up to date on relevant procedures for the department as the “front door”.
Ability to create flyers, spreadsheets, signs and other marketing materials such as power point.
Performs any other duties assigned by direct supervisors or director.
Maintain and order supplies for the CRC.