Intake Specialist Under the general supervision of the Director, accepts applications on behalf of the Crisis Assistance Program. Facilitates communication and documentation between Tribal Members and the Program Coordinators.
Essential Duties and Responsibilities:
Screens applicants for eligibility in compliance with Crisis Assistance Program Policies and Procedures.
Prepares requests by reviewing completed applications, ensuring current statements are submitted in the Tribal Member's name, prepares files, scans and names documents and routes requests to Program Coordinators for processing.
Verifies requests are completed and ready to be processed.
Greets applicants at the door for in person requests. Seeks clarifying information by asking questions. Assist Tribal Members through application process, as needed.
Promptly and courteously answers phone, logs detailed voice mail messages, and returns calls, as needed.
Promptly and courteously responds to emails and ensures clients know what is needed to complete their requests. Logs any incomplete requests.
Ensures requests submitted digitally are clear, orderly, cropped, and ready for processing by utilizing multiple computer programs to ensure statements are legible.
Checks and confirms math for balance available at request of Tribal Members.
Opens and distributes incoming postal mail on a daily basis.
Keeps log of outgoing mail and prepares outgoing mail in a timely manner.
Faxes, e-mails or postal mails applications to Tribal Members upon request.
Responsible for ensuring that all vendors, property owners, rental agencies, apartment complexes, mortgage companies, etc., have submitted a W-9 form and attach new ones to the digital copy to submit to Accounting.
Accurately and timely files all documents in the proper file and maintains accurate filing system for clients.
Follow up on incomplete requests regularly.
Accurately and promptly ensures all files are properly named or adjusted to include/match names with Tribal ID numbers and household members. Including updating digital master list and printing labels using Avery.
Responsible for picking up checks, contacting Tribal Members to pick up checks, mailing checks and ensuring mailing address is accurate.
Responsible for ordering office supplies by using Microix to originate Purchase Order requests as needed. Keeps log of what was ordered and when it was delivered. Ensures office supplies are kept in sufficient quantities so as not to impact work flow.
Digitize previous annual files and facilitates archiving with Access. Maintains a log of stored files.
Maintains strict confidentiality at all times.
Creates and edits spreadsheets, as necessary.
Performs all other duties, as necessary.
Supervisory Responsibilities: This position has no supervisory responsibilities.
Qualifications and Requirements:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience High School Diploma or GED required; and two years related general office or administrative assistant/secretarial work experience required; or equivalent combination of education and experience. Intermediate experience and intermediate knowledge using Microsoft Office (i.e. Word, Excel, Access etc.) is required. Ability to work with Avery preferred.
Language Skills:
Employee must demonstrate the ability to interact tactfully and positively with Tribal members, all levels of staff and management. Ability to maintain a high level of confidentiality. Ability to write reports and business correspondence. Ability to effectively respond to questions and present information to management, employees and groups of people.
Mathematical Skills:
Ability to add and subtract four-digit numbers and decimals. Ability to perform these operations using units of American money. Ability to understand measurements in U.S. customary system.
Reasoning Ability:- Ability to understand and carry out detailed written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
- Licenses or Certificates
- Must have and maintain a valid and unrestricted Washington State driver's license and proof of insurance. Driver's License must not contain any restrictions that would otherwise prevent an employee from driving a GSA vehicle or complying with the Tribe's Vehicle Use Policy.
Other Requirements:
Customer service skills, communication skills, records management skills. Must possess strong organizational skills and be able to prioritize workload in order to complete assignments timely and accurately. Ability to transition between tasks efficiently. Ability to maintain effective working relationships with clients, staff and other individuals, agencies, or groups. Ability to initiate responsibly and work independently with minimal redirection. Must maintain professional composure at all times. May deal with high work volumes, seeing numerous clients, high stress and exposure to various emotions from distressed and irate clients. May occasionally require work after hours and on weekends.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Requires the ability to operate a personal computer, multi-line telephone, calculator, facsimile and photocopier.
Requires the ability to read, write, communicate, and interpret information accurately in English.
Requires the ability to concentrate and consistently produce accurate work.
While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
The employee consistently is required to stand and walk.
The employee is required to stand and stoop, kneel, crouch, or crawl.
Specific vision abilities required by this job include close vision, and ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level is low to moderate.
The physical exertion is low to moderate.
Work is performed in an office setting.
There are frequent employee and customer/client contacts and interruptions during the day.
Requires occasional out of area travel using employee's own transportation.
Employee may be exposed to outside weather conditions.
Position may be stressful at times due to the sensitive or confidential issues being addressed.
