Intake Coordinator

Delta Mission and Values

Delta’s Mission: To enrich the lives of individuals and families through outstanding community-based supports and mutually rewarding relationships.

Values: Customer Focus, Performance Excellence, Learning and Growth

Position Summary

The Intake Specialist is responsible for managing the end-to-end referral and intake process for individuals seeking developmental disability services and community support programs. This role serves as the primary liaison between local county welfare agencies, administrative entities, and families. The Intake Specialist determines service eligibility, coordinates community resources, and assists individuals in successfully transitioning into programs designed to foster independence, self-determination, and long-term growth. 

 Reports to: State Director of Community Living (NJ)       

Principal Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The duties listed below are representative of the knowledge, skills, and/or abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Respond to phone, email, and county agency referrals promptly, ensuring all referral information (medical, psychological, educational, and social histories) is compiled.
• Coordinate and conduct structured intake interviews with individuals and families to assess service needs, discuss program availability, and collect documents required to determine eligibility.
• Send out intake packets within designated timelines (e.g., three days of initial inquiry) and provide direct assistance to families in gathering necessary documentation.
• Submit written responses regarding placement acceptance or denial to central referral units and county agencies within established administrative timeframes.
• Facilitate the enrollment and reevaluation process for Medicaid waivers, ensuring required paperwork is submitted to County Assistance Offices in compliance with state regulations.
• Input and maintain precise client records within the Evolv database, ensuring all initial intake documentation and annual re-evaluations are completed and uploaded securely.
• Coordinate immediate logistics for individuals entering programs (such as arranging housing needs, ordering furnishings, or submitting purchase requisitions to accounting).
• Represent the agency at outreach events to educate stakeholders, families, and the general public on eligibility requirements and available developmental disability services.
• Work closely with the leadership, administrative, and housing teams to monitor program capacity, track intake metrics for billing, and support overall quality improvement initiatives.

Essential Functions 

• Ability to read, write and speak English; perform arithmetical calculations
• Ability to use excellent oral and written communications skills.
• Ability to use telephone, voice mail, copier, facsimile machine, computer and calculator.
• Proficient in the use Word, Excel and PowerPoint 
• Familiarity with software systems, the ability to learn new and emerging software
• Ability to prioritize responsibilities.
• Ability to manage multiple and sometimes conflicting priorities
• Ability to be flexible in handling immediate needs while continuing with daily projects.
• Ability to work independently on assigned tasks as well as accept direction on given assignments
• Ability to work in a team environment and assist other staff with completing projects. 
• Ability  to communicate clearly and continuously with Delta staff at all levels
• Demonstrated commitment to diversity, equity and inclusion
• Ability to perform light physical, non-strenuous activities of an administrative nature
• Operate vehicles in accordance with applicable laws, insurance provider requirements and company policies and procedures.

Position Description:

Intake Specialist

Classification:

Exempt

Effective  Date:

July 2026

       Position Status:

           Full-time

Delta Mission and Values

Delta’s Mission: To enrich the lives of individuals and families through outstanding community-based supports and mutually rewarding relationships.

Values: Customer Focus, Performance Excellence, Learning and Growth

Position Summary

The Intake Specialist is responsible for managing the end-to-end referral and intake process for individuals seeking developmental disability services and community support programs. This role serves as the primary liaison between local county welfare agencies, administrative entities, and families. The Intake Specialist determines service eligibility, coordinates community resources, and assists individuals in successfully transitioning into programs designed to foster independence, self-determination, and long-term growth. 

 Reports to: State Director of Community Living (NJ)       

Principal Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The duties listed below are representative of the knowledge, skills, and/or abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Respond to phone, email, and county agency referrals promptly, ensuring all referral information (medical, psychological, educational, and social histories) is compiled.
• Coordinate and conduct structured intake interviews with individuals and families to assess service needs, discuss program availability, and collect documents required to determine eligibility.
• Send out intake packets within designated timelines (e.g., three days of initial inquiry) and provide direct assistance to families in gathering necessary documentation.
• Submit written responses regarding placement acceptance or denial to central referral units and county agencies within established administrative timeframes.
• Facilitate the enrollment and reevaluation process for Medicaid waivers, ensuring required paperwork is submitted to County Assistance Offices in compliance with state regulations.
• Input and maintain precise client records within the Evolv database, ensuring all initial intake documentation and annual re-evaluations are completed and uploaded securely.
• Coordinate immediate logistics for individuals entering programs (such as arranging housing needs, ordering furnishings, or submitting purchase requisitions to accounting).
• Represent the agency at outreach events to educate stakeholders, families, and the general public on eligibility requirements and available developmental disability services.
• Work closely with the leadership, administrative, and housing teams to monitor program capacity, track intake metrics for billing, and support overall quality improvement initiatives.

Essential Functions 

• Ability to read, write and speak English; perform arithmetical calculations
• Ability to use excellent oral and written communications skills.
• Ability to use telephone, voice mail, copier, facsimile machine, computer and calculator.
• Proficient in the use Word, Excel and PowerPoint 
• Familiarity with software systems, the ability to learn new and emerging software
• Ability to prioritize responsibilities.
• Ability to manage multiple and sometimes conflicting priorities
• Ability to be flexible in handling immediate needs while continuing with daily projects.
• Ability to work independently on assigned tasks as well as accept direction on given assignments
• Ability to work in a team environment and assist other staff with completing projects. 
• Ability  to communicate clearly and continuously with Delta staff at all levels
• Demonstrated commitment to diversity, equity and inclusion
• Ability to perform light physical, non-strenuous activities of an administrative nature
• Operate vehicles in accordance with applicable laws, insurance provider requirements and company policies and procedures.

Position Qualifications

• A high school diploma or equivalent (GED); An associate’s degree or sixty (60) credit hours from an accredited college; a bachelor's degree is preferred. 
• 2-3 years of relevant experience and or training or equivalent combination of education and experience.
• Experience in the social services or human services field is highly desirable.  
• Valid driver’s license in the state of residence and maintained status as an approved company driver. 

Physical and Safety Demands

Essential Working Conditions/Physical Demands: Work in a standard office environment. Utilize

desktop computer equipment daily. Able to lift or move items associated with sedentary work

and light work (exert up to 20 lbs.) Travel to offsite locations and regional office locations, if necessary.   

All employees must comply with the following safety demands:

• Maintain a safe and clean working environment.
• Report unsafe conditions IMMEDIATELY.  Participate in activities to protect the safety of

      employees and individuals of the agency.

• Adhere to the use of universal safety precautions and health regulations with all individuals.
• Participate in training and education on health and safety issues and techniques.