Intake Specialist at Franciscan Outreach – Chicago, Illinois

Position Description
Franciscan Outreach’s mission is to provide healthy meals, safe shelter, and critical services that affirm the dignity of men and women who are marginalized and homeless and empower them to gain the stability they need to transition into permanent housing. The Intake Specialist is responsible for facilitating and coordinating the timely acceptance of guests referred to the shelter and services.
He / She will focus on the intake, assessment, and admission of guest information into SPARC, Homeless Management Information Systems (HMIS).

SPARC serves as a critical hub for homeless individuals to access emergency shelters and supportive services in the City of Chicago.

The Intake Specialist will provide support with intake and data by delivering housing-focused services for guests, including, but not limited to: facilitating a low-barrier intake and assessment process for new guests and assessing the guest for potential outmigration/diversion/specialized placement opportunities. The Intake Specialist will contribute towards the development of a data-informed and systems-level perspective for the organization.

Essential Duties & Responsibilities:
-Receives new guests, verifies homelessness status, completes intake, creates proper client files, completes HMIS, and orients new clients to the shelter and its policies
- Ability to complete reports, collect data, and assist in grant preparation for shelter programs to DFSS and other agencies
-Appropriately and professionally advocate for guest needs
-Standardize and document bed assignment and data entry (SPARC) processes
-Implement a standardized process for all three shelters for consistency across teams
-Coordinate with the System Admin to assist in the weekly cleanup of shelter electronic client files
-Coordinate with System Admin and Shelter team to identify areas for improved physical file-keeping
-When applicable, update dashboards and datasets
-Assist with data migration from HMIS
-Collaborate and communicate with internal departments and external partnering agencies
-Provides the appropriate requested information and directs requests for service to case managers
-Monitors the activities of clients to ensure the safety of guests, volunteers, and staff
-Records guest attendance, maintains bed count, and ensures shelter capacity
-Assist guests and encourage compliance with shelter routines and rules
-Holds shelter guests accountable for upholding program rules and expectations
-Communicate any guest-related issues or concerns to shelter management
-Help guests work through conflicts with others living in the shelter
-Assist with maintaining the shelter's cleanliness
-Communicate observations and interactions with guests through documentation in the daily log (TEAMS channel, other, record any unusual happenings
-Become familiar with events that have occurred since his/her last shift
-Provides crisis intervention as needed, including determining when it is necessary to involve other staff, management, or the authorities
-Report any facility or equipment maintenance needs to the appropriate staff
-Treat guests in a culturally sensitive manner
-Participate in program, department, and agency meetings and relevant trainings
-Adhere to agency policies, procedures, and professional code of ethics
-Performs all duties as assigned, including other duties as required

Requirements
-Demonstrates an understanding and commitment to the organization’s mission, vision, and core values
-Maintain a professional demeanor.
-Able to work independently and as part of the team.
-Exercises mature judgment and decision-making.
-Strong written and verbal communication skills.
-Timeliness and regular attendance at work and meetings.
-Highly motivated self-starter with and ability to coordinate multiple projects simultaneously in a high-pressure environment.
-Knowledge of maintaining and executing confidential information using HIPAA standards.
-Good problem-solving and conflict resolution skills.
-Ability to establish and maintain professional boundaries in working with guests
-Ability to work effectively in a constantly changing and sometimes demanding, high-paced, and stressful environment
-Ability to work with a diverse population, with sensitivity to differences in culture, religion, sexual orientation, race, age, and physical and mental illness
-Ability to manage multiple projects with demanding and competing deadlines, superior organizational skills, and the ability to maintain quality work
-Demonstrates a positive attitude, self-motivation, organization, and resourcefulness while maintaining a reputation through proven action of being team and guest oriented and willing to assist where/when needed.
-Ability to negotiate different personalities and work under competing priorities
-Ability to assess emergencies and respond effectively.
-Ability to work with individuals who are experiencing homelessness
-Ability to remain alert and on duty throughout shifts
-Ability to effectively use conflict resolution and de-escalation techniques
-Ability to communicate well both orally and in written form, and follow detailed instructions
-Ability to accurately record information for required guest and staff documentation
-Ability to apply policies fairly and consistently
-Physical ability to lift 25 pounds, sit, stand, bend, reach, and perform cleaning duties

Qualifications:
-Associate degree, Bachelor’s Degree, and/or master’s preferred or equivalent experience in a related field.
-Computer skills with proficiency in Microsoft Office. Experience using Smartsheet, data entry system, and/or customer relations management (CRM) system, such as the Homeless Management Information System (HMIS).
-Must have the ability to obtain a HMIS/Service Point license
-Flexible, adaptable, and can work in a fast-paced, professional environment.
-May be required to become First Aid/CPR certified
-May be required to become certified in overdose prevention and administer Naloxone
-General knowledge of substance use and mental health disorders
-Knowledge of Housing First, Trauma-Informed Care, and Harm Reduction principles

Health and Safety Requirements:
- COVID-19 vaccination is mandatory for all employees. Accommodation requests will be considered in compliance with applicable laws

Additional Requirements:
All staff are expected to abide by the policies of Franciscan Outreach, including, but not limited to, rules governing ethics, confidentiality, dual relationships, honesty, and integrity. All staff are expected to always act in good faith and in keeping with the mission and values of Franciscan Outreach. Staff must have a commitment to serving the guests of Franciscan Outreach and to contributing to a positive, respectful, and accepting environment.

Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of the position. This description provides a summary of the major duties and responsibilities and is not an exhaustive list of the duties and responsibilities. The employee holding this position may be required to perform additional duties to meet the needs of the organization.

Franciscan Outreach provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, citizenship status, military service and/or marital status, or any other characteristic protected by federal, state or local laws.