Intake Coordinator

Job Summary:

The Intake Coordinator serves as the first point of contact for clients, ensuring a smooth and efficient admissions process. Some responsibilities include gathering and recording personal information, coordinating services with relevant professionals, and assisting with paperwork. Intake Coordinator also maintains client records and provides administrative support to ensure seamless service delivery. Strong communication, organizational skills, and attention to detail are essential for success in this role.

Key Responsibilities:

Client Intake & Scheduling:

• Conduct all phone screens for new and existing clients.
• Make appointments for new and existing clients with case managers based on availability and program guidelines.
• Provide intake packets to every new client, ensure completeness, and enter client details into In Sync.
• Gather and record client information during the intake process.
• Assess client needs and direct them to appropriate services.
• Coordinate and schedule initial consultations or follow-ups.

Tracking & Documentation:

• Maintain accurate client records and update databases.
• Ensure compliance with confidentiality and data protection policies.
• Track client progress and provide reports to management.

Communication & Office Support:

• Serve as a primary point of contact for clients and staff.
• Respond to inquiries via phone, email, or in-person interactions.
• Assist with administrative tasks, including filing and data entry

Work Environment:

• This position requires working in an office.
• Interaction with clients experiencing housing instability and other challenges is frequent.

Working Conditions

• None: The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

EEO Statement

Tracy Community Connections Center provides equal employment opportunities to all applicants and employees and strictly prohibits any type of harassment or discrimination in regards to race, religion, age, color, sex, disability status, national origin, genetics, sexual orientation, protected veteran status, gender expression, gender identity, or any other characteristic protected under federal, state, and/or local laws.

Consistent with the Americans with Disabilities Act (ADA), it is the policy of Tracy Community Connections Center to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact Carrie Grover at 209-940-0025 or carrieg@tracyccc.org

Qualifications:

• High school diploma or equivalent
• Experience in administrative or intake roles.
• Proficiency in office software (Microsoft Office, CRM systems).
• Knowledge of confidentiality regulations
• Strong organizational and time-management skills.
• Strong Communication – Engaging with clients and professionals effectively.
• Data Entry & Record Keeping – Maintaining accurate client records.
• Multitasking – Handling multiple inquiries and tasks efficiently.
• Conflict Resolution – Addressing concerns with professionalism.
• Customer Service – Providing a welcoming and supportive experience.

Physical Requirements

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly

Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.