Intake Coordinator- 11-037- SC/Bell Shelter

The Salvation Army Southern California•Bell, CA

About The Position

The Intake Coordinator oversees and coordinates intake services for participants entering Bell Shelter programs, excluding residential treatment programs. The role directly supervises and guides Intake Specialists, ensuring intake work is efficient, accurate, and compliant with program requirements, contractual obligations, and organizational policies. Working with program leadership and Intake Specialists, the coordinator helps fill bed vacancies, confirms eligibility and placement requirements, maintains accurate and timely data, and ensures required intake documentation is completed and submitted on time. The coordinator assists with complex or escalated intakes, monitors intake quality and consistency, and supports communication and coordination among programs. The position promotes a welcoming, trauma-informed, participant-centered intake experience and supports participants' transition into shelter services and progress toward self-sufficiency. It also supports staff training, workflow improvements, compliance monitoring, and consistent application of intake procedures across Bell Shelter programs. The position is primarily field-based, with regular shelter duties and office responsibilities. It involves frequent movement and use of standard office equipment, and may require travel to housing appointments, community agencies, and other locations. The environment may include challenging or unpredictable situations and frequent interruptions. Evening, weekend, holiday, extended-hour, or emergency work may be required based on program needs.

Requirements

One year of work experience with special-needs, low-income, or homeless populations, including experience providing direct mental health or intensive case management services to individuals experiencing homelessness.
Current knowledge of and interest in homeless populations and available supportive resources.
If in recovery, at least two years of sobriety.
Understand and support The Salvation Army's mission.
Obtain CPR and First Aid certification prior to employment.
Be TB-cleared prior to hire.
Computer literacy and proficiency in Microsoft Office applications.
Ability to type 45 words per minute.
Basic math skills.
Strong time-management and verbal and written communication skills, and professional telephone etiquette.
Strong work ethic, ability to complete tasks efficiently, meet deadlines, and pay attention to detail.
Ability to maintain confidentiality of verbal and written information about participants, facility operations, and personnel.
Initiative, adaptability, and responsibility to work with minimal supervision.
Ability to work independently and interact with team members at all levels while promoting teamwork.
Strong interpersonal skills and the ability to interact professionally and respectfully with participants and staff.
Ability to perform frequent walking, standing, bending, squatting, kneeling, twisting, reaching, pushing, pulling, and lifting or carrying items up to 25 pounds.
Flexibility, professionalism, sound judgment, and adherence to safety and de-escalation procedures in challenging or unpredictable situations.

Nice To Haves

BA/BS degree preferred in social work or a related area of study.
Knowledge of HMIS preferred.

Responsibilities

Coordinate daily intake operations for Bell Shelter programs and provide direction and support to Intake Specialists.
Ensure adequate Intake Department staffing during designated operating hours; the Intake Specialist reports directly to the Intake Coordinator.
Conduct and coordinate daily phone screenings, determine program eligibility, schedule intakes, and ensure admissions are completed on time.
Ensure intake calls and emails are answered professionally and within established timeframes.
Monitor intake workflows and ensure bed vacancies are filled promptly and appropriately.
Ensure program enrollment requirements are met before participant enrollment.
Coordinate with Intake staff, Program Managers, Case Managers, and other departments to address intake needs and resolve barriers.
Conduct and oversee screenings and admissions for Bell Shelter programs, excluding residential treatment.
Ensure participants are screened through required registries and complete required eligibility and admission procedures before entry.
Ensure required intake testing and property searches, including UA testing where applicable, are completed.
Coordinate daily orientations covering shelter services, expectations, and house rules.
Ensure basic essentials, including hygiene supplies, linens, and clothing, are available at initial intake.
Oversee the accuracy, completeness, and timeliness of participant documentation in electronic databases and paper files.
Ensure participants are enrolled in HMIS within 24 hours of program entry.
Coordinate timely assignment and transfer of participant files to Case Managers.
Monitor completion of required intake documentation, including initial case notes, bed services, program enrollment documents, and other records.
Ensure participant and staff badges are created or replaced within established timeframes.
Coordinate participant sign-in sheets and maintain current records.
Work with Intake staff, Case Managers, and the Quality Assurance Coordinator to keep databases accurate regarding current bed occupancy.
Support audit preparation and conduct assigned file reviews for compliance, accuracy, and completeness.
Monitor daily bed availability and coordinate participant placement across shelter programs.
Ensure daily bed checks, chores, and occupancy activities are completed and documented.
Monitor and submit occupancy, census, bed services, and other program reports by established deadlines.
Coordinate, prepare, or submit vacancy reports to funders and internal departments as required.
Maintain accurate occupancy statistics and monthly tracking reports for applicable contracts.
Develop and maintain working relationships with social service agencies and community partners to support appropriate referrals and shelter occupancy.
Coordinate with external providers and internal departments to facilitate participant access to resources and services.
Support housing-focused follow-up activities and ensure required follow-ups are completed within funder or program timeframes.
Participate in department meetings with the Intake Team, Program Managers, and Quality Assurance Coordinator to review processes, forms, documentation, and compliance requirements.
Keep intake forms and procedures current and consistent with program and funder requirements.
Monitor the Intake Team's compliance with policies, procedures, deadlines, and documentation standards.
Assist with process improvements that strengthen intake efficiency, data integrity, and participant services.
Promote a participant-centered intake process using Trauma-Informed Care, Harm Reduction, Housing First, and a “whatever it takes” approach.
Respond professionally and constructively to participant concerns, grievances, and incidents.
Coordinate de-escalation and resolution of participant concerns and report disciplinary or notable incidents to program leadership.
Complete required incident or mandated reports when applicable.
Coordinate or participate in daily rounds, locker searches, property roll-ups and returns, participant property downsizing, and monitoring of participant areas for health and safety concerns.
Monitor common areas, beds, and other shelter spaces for potential health, safety, or fire hazards.
Coordinate with shelter operations to keep linen closets and intake areas adequately stocked.
Ensure bed rolls and other essential intake supplies are available for scheduled intakes and walk-ins.
Monitor intake-related activities, including chores, meals, snacks, and other assigned activities.
Communicate effectively with team members, participants, Case Managers, Program Managers, Quality Assurance, outside providers, and management.
Provide guidance, coaching, and direction to Intake Specialists to support consistent and effective performance.
Attend required trainings, meetings, and professional development activities, both on and off site.
Support implementation of new program requirements, procedures, and funder expectations within the Intake Department.