Position Description:
POSITION GOALSThe Intake Specialist will be responsible for managing the front desk, clerical tasks, intakes and orientations, accurate record and entry of student data into the appropriate database, and coordination of student data with Instructors and other program staff at any Restore location. Other goals include: answering, screening and directing phones calls, greeting and checking-in students and visitors and answering questions they may have and ensuring the reception area and all common areas are organized and clean to create a positive welcoming environment. This is a part-time, non-exempt position, hired by and directly accountable to the Intake and Data Coordinator.
QUALIFICATIONS
HS Diploma/GED required.
Associates Degree or 60 credit hours of college preferred.
Required: Bilingual in English and Spanish.
At least 4 years of Clerical, record keeping, public relations, scheduling, community college, or adult education experience.
Advanced computer, Microsoft Office, and Internet experience.
Ability to operate standard office machines.
TEAMS, Salesforce, or other relevant database experience preferred.
KNOWLEDGE AND ABILITIES
Strong organizational skills.
Excellent written, oral and phone communication skills.
Ability to present an image of professionalism in appearance and attitude.
Ability to maintain strict confidentiality of information and data gathered from work with students and parents.
Ability to deal with diverse situations and people.
Ability to work in a fast-paced environment and assist multiple people at once.
Ability to establish and maintain cooperative working relationships with staff and those
contacted in the course of work.
Skilled in interpersonal relationships with students and adults in leadership, management, teaching and/or other professional positions.
Willingness to learn new things and eagerness to acquire new skills.
RESPONSIBILITIES
Create a positive and welcoming atmosphere for program applicants and visitors
Answer phones and assist incoming students simultaneously
Greeting and checking-in students and visitors in a warm and friendly manner and answering any questions visitors have.
Assist with curriculum and promotional material reproduction
Gather, compile, and input data into the TEAMS, Salesforce, Signify and other Restore tracking systems
Setting up, proctoring and closing out student testing activities.
Maintaining reception area and all common areas at all times.
Stay up to date on AEL policy for registration, orientation, assessment, and data
Gather complete and accurate registration documentation from applicants
Facilitate individual new student orientations
Conduct weekly follow up with new applicants
Assess incoming students according to program guidelines and policy
Record student contact hours as required by agency contracts
Compile and transfer student hours from all student attendance logs
Report to the Intake and Data Coordinator any record keeping discrepancies
Create, file and maintain accurate student files
Receiving deliveries: sort and distribute incoming mail.
Taking inventory of supplies and restocking as needed.
React/Adapt to immediate needs and changes.
Provide suggestions for improving systems and operating procedures.
Attend required staff development, training sessions and meetings as required. Travel may be required.
Maintain on-going communication with program management and staff.
Assist with periodic file audits
Other duties as assigned
Schedule:
Part Time Schedule to be set during Restore's business hours.
Evening availability a MUST, and some travel to sites is required.
Mileage provided for required travel.
Compensation range: $15-19 per hour depending on experience and education.
- This position is grant funded. Although the grant is expected to end, additional funding might be obtained to extend the grant beyond the end date. If that would occur, your employment under the grant might be extended. However, all employment is considered to be at will and may be terminated by you or the agency at any time regardless of the end date of the grant.
- This position is considered Non-Exempt due to primary duties that DO NOT include the exercise of discretion and independent judgement with respect to matters of significance (not a decision-making role) and DOES NOT supervise staff.
LICENSES OR CERTIFICATES
Must possess a valid Class C Texas Drivers License or obtain a valid Class C Texas Drivers License within thirty (30) days after becoming a resident of the State of Texas.
PHYSICAL DEMANDS AND WORKING CONDITIONS
Physical requirements include visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, bending, twisting, and walking to perform the essential functions. Some travel required.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
