Client Intake Spec

Essential Duties and Responsibilities include but are not limited to the following:

• Welcome all visitors to the training center by greeting them in person, answering phone or online inquiries and preparing meeting room space
• Assisting interested candidates with registering for upcoming orientation sessions via JARC’s website; and prepare room and orientation materials
• Coordinate applicant intake process by assisting with orientation and onboarding sessions; schedule applicant interviews; collect all required documents and submit background checks
• Maintain communications with program applicants and participants managing communication via email or in-person contact.
• Follow up with program applicants regarding their status during the application process
• Create and send out acceptance, denial letters and program verification letters.
• Oversee filing systems to include creating or updating records and organizing files alphabetically and according to content.
• Ensure completeness and accuracy of data collection, entry and maintenance in internal and external databases
• Input and maintain data in programs data management systems with accuracy
• Manage display cases and boards to visualize program highlights and community partner events
• Maintain supply storage area by determining inventory levels, placing and expediting orders, requesting funds via RAMP and assure that supplies are ordered
• Provide general administrative and clerical support including mailing, scanning, copying, assembling binders/packets, and answering multi-line phone
• Check for program referrals in the Maryland Works database and follow up with any potential candidates with upcoming orientation information
• Schedule transportation for trainees to and from drug screening.
• Ordering, processing, distributing, and allocating transportation.
• Submitting monthly SNAP fee to Program Manager.
• Updating WORKS platform with all SNAP updates.
• Checking WORKS platform for referrals from the local Social Services offices.
• Ability to handle confidential information discreetly.
• Model appropriate workplace behavior
• Other duties as assigned

Team Functions:

• Serve as a member of JARC Baltimore’s Program team
• Work as a team to maintain a data driven culture
• Work closely with Program Coordinators to ensure that program is operating successfully
• Ensure that Program Coordinators are properly informed on any/all matters related to trainees
• Attend scheduled team meetings and other unscheduled meetings as necessary
• Contribute to JARC’s continuous quality improvement efforts by identifying and implementing best practices, to include social inclusion lens, racial and gender equity
• Contribute to JARC’s warm and welcoming environment

Qualifications:

• • High School diploma and 2 years of related professional experience
  • Familiarity with office management procedure and experience as an office assistant or relevant role
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Model professionalism, punctuality, good judgment, attention to detail, and commitment to teamwork
  • Excellent written and verbal communication skills.
  • Strong organizational skills, attention to detail, and ability to multitask.
  • Ability to complete work independently and accurately
  • Willingness to embody JARC Baltimore’s value of establishing a warm, welcoming environment