DHS/OTL - Program Intake Coordinator

Volunteers of America Northern California & Northern Nevada•Mather, CA

3d•Onsite

About The Position

Volunteers of America Northern California & Northern Nevada (VOA-NCNN), a Certified Great Place to Work, is seeking a full-time Program Intake Coordinator for its Options Transitional Living team. VOA's Family Services is a transitional housing program for homeless families, providing a safe environment for women and children while they seek permanent housing and employment. The program offers services such as individual and group counseling, life-skills and parenting classes, and referrals for permanent housing. This role supports the Program Director by coordinating client intake and referrals, performing clerical duties for Sober Living Environments (SLE), Department of Health Services (DHS), and Perinatal Substance Abuse Block Grant (SABG) family programs. The position also involves compiling data for case management, collecting client fees, software management, coordinating daily clerical activities, arranging meetings, and interacting with outside service providers.

Requirements

High school diploma.
Proficiency in Microsoft Office Suite.
Ability to learn and utilize various databases.
Demonstrated ability in record keeping.
Strong communication skills, both verbal and written.
Ability to work independently and as a team member.
Basic understanding of severe mental health, physical health, and substance use issues and symptoms.
General knowledge of issues and challenges unique to homelessness, substance abuse, mental health, young adults, minorities, and persons with disabilities.
Ability to provide a kind and welcoming environment and a professional demeanor.
Excellent verbal and written communication skills.
Strong organizational and project management skills.
Ability to use office equipment operations such as copiers, printers, fax machines and other equipment.
Ability to de-escalate crisis situations and assist residents and staff in emergency situations.
Analytical and decision-making ability.
Lift and move up to 25 pounds.
Physically able to safely maneuver weight distribution of a client in an emergency situation.
Stand, walk, bend, stoop and sit frequently.
Kneel occasionally.

Nice To Haves

Prior experience using SmartCare, Credible, HMIS, and/or OneSite Leasing is preferred.
Experience in social service programs is preferred.
CPR and First Aid training must be obtained within 90 days of employment and re-certification as necessary.
T.B. testing must be done annually.

Responsibilities

Coordinate client intake and referral process, including sending eligibility requirements, reviewing information, following up with applicants, and scheduling screening appointments.
Prepare monthly billing reports for the County, including internal spreadsheets and SmartCare entries.
Set up and maintain client records in databases such as Credible, SmartCare, HMIS, and OneSite Leasing, including entering client information and uploading required documents into HMIS.
Ensure unit readiness in partnership with support staff.
Calculate savings fees for clients with income, collect fees, enter information into OneSite Leasing, and scan payments for mobile deposit.
Prepare monthly banking reconciliation reports.
Process savings refunds for clients upon program exit.
Update spreadsheets and distribute weekly occupancy reports to County, VOA COO, and Program Director.
Disseminate monthly health and safety materials, schedule drills, and track staff compliance.
Provide required documentation for client status updates to Sacramento County.
Perform clerical activities including reception duties and answering telephones.
Establish and maintain files.
Maintain office equipment and arrange for repair when necessary.
Order supplies as needed.
Participate in VOA and outside training.
Perform other reasonably related duties as assigned by the Director.