Intake Coordinator- 11-037- SC/Bell Shelter

Salvation Army Careers•Bell, CA

About The Position

The Intake Coordinator oversees and coordinates intake services for participants entering Bell Shelter programs, excluding residential treatment programs. The position directly supervises and guides Intake Specialists, ensuring intake activities are efficient, accurate, and compliant with program requirements, contractual obligations, and organizational policies. The coordinator works with program leadership and staff to fill bed vacancies, confirm eligibility and placement, maintain accurate and timely data, and complete required documentation by deadlines. The role also handles complex or escalated intakes, monitors consistency and quality, and supports communication across programs. The coordinator promotes a welcoming, trauma-informed, participant-centered intake experience and supports participants’ transition into shelter services and progress toward self-sufficiency. The position contributes to staff training, workflow improvement, compliance monitoring, and consistent implementation of intake procedures. Work is primarily field-based, with regular duties at the shelter and office responsibilities. The role may involve travel to housing appointments, community agencies, and other locations. The work environment can include challenging or unpredictable situations and frequent interruptions. Evening, weekend, holiday, extended-hour, or emergency work may be required based on program needs. Reasonable accommodations may be provided for qualified individuals with disabilities.

Requirements

BA/BS degree preferred in social work or a related area of study.
One year of work experience with special-needs, low-income, and/or homeless populations.
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 before employment.
TB clearance before 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.
Professional telephone etiquette.
Strong work ethic and ability to complete tasks efficiently, meet deadlines, and attend 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 ability to interact professionally and respectfully with participants and staff.
Ability to walk, stand, bend, squat, kneel, twist, reach, push, pull, and lift or carry items up to 25 pounds.
Ability to use standard office equipment.

Nice To Haves

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

Responsibilities

Coordinate daily intake operations for Bell Shelter programs, excluding residential treatment, and direct and support Intake Specialists.
Ensure adequate Intake Department staffing during designated operating hours.
Conduct and coordinate phone screenings, determine eligibility, schedule intakes, and ensure admissions are completed promptly.
Ensure intake calls and emails are answered professionally and within established timeframes.
Monitor intake workflows and coordinate timely filling of bed vacancies.
Confirm program enrollment requirements are met before enrollment and coordinate with program staff and other departments to address intake needs and barriers.
Oversee intake screenings and admissions, required registry checks, eligibility procedures, and admission steps.
Ensure required intake testing and property searches, including UA testing as applicable, are completed.
Coordinate daily orientation for new participants and ensure basic essentials are available at intake.
Oversee the accuracy, completeness, and timeliness of participant records in electronic databases and paper files.
Ensure participants are enrolled in HMIS within 24 hours of entering the program and coordinate timely file assignment and transfer to Case Managers.
Monitor required intake documentation, including case notes, bed services, enrollment documents, and other records.
Ensure participant and staff badges are created or replaced on time, coordinate participant sign-in sheets, and maintain current records.
Work with the Intake team, Case Managers, and Quality Assurance Coordinator to maintain accurate bed-occupancy data.
Support audit preparation and conduct assigned file reviews for compliance, accuracy, and completeness.
Monitor 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, vacancy, and other required reports by deadlines; maintain occupancy statistics and applicable contract tracking reports.
Develop and maintain relationships with social service agencies and community partners to support referrals and shelter occupancy.
Coordinate with external providers and internal departments to connect participants with resources and services.
Support housing-focused follow-up activities and ensure required follow-ups are completed on time.
Participate in 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 team compliance with policies, procedures, deadlines, and documentation standards.
Assist with process improvements that strengthen intake efficiency, data integrity, and participant services.
Promote participant-centered intake 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 and report notable or disciplinary 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, property downsizing, and monitoring participant areas for health and safety concerns.
Monitor common areas, beds, and shelter spaces for health, safety, or fire hazards.
Coordinate with shelter operations to keep linen closets and intake areas stocked and ensure bed rolls and other essential supplies are available.
Monitor intake-related activities, including chores, meals, snacks, and other assigned activities.
Communicate effectively with staff, participants, Case Managers, Program Managers, Quality Assurance, outside providers, and management.
Coach and guide Intake Specialists to support consistent and effective performance.
Attend required trainings, meetings, and professional development activities, on and off site.
Support implementation of new program requirements, procedures, and funder expectations within the Intake Department.