Intake Assistant in Irwindale, California at San Gabriel/Pomona Regional Center

The Organization

San Gabriel/Pomona Regional Center (SG/PRC) is a private, non-profit agency that is contracted with the State of California, Department of Developmental Services (DDS) to provide services and supports to individuals with intellectual and developmental disabilities. We proudly serve 30 cities across the Foothill, Pomona, and El Monte Health District within Los Angeles County. Our services span the full lifespan from infants and toddlers, school-age children, and transition-age youth to adults and aging adults. At SG/PRC, our work is guided by compassion, collaboration, integrity, and a shared commitment to making a meaningful difference in the lives of the individuals and families we serve.

The Position

The Intake Assistant reports to the Clinical Services Manager and supports SG/PRC’s mission by ensuring the efficient coordination of clinical/intake services for families and clients. This position provides confidential administrative support to the Clinical/Intake team, including scheduling appointments, processing referrals, maintaining records, and coordinating communication between families and clinical staff. This role requires strong organizational skills, attention to detail, discretion, and effective communication in a fast-paced, service-oriented environment.

Essential Job Functions

• Works collaboratively with Reception and Clinicians to ensure families are directed to the appropriate Intake Service Coordinator or Consultant for scheduled appointments.
• Performs confidential clerical and administrative duties while providing support to Intake staff, consultants, and mental health specialists.
• Schedules, maintains, confirms, and reschedules appointments with families, consultants, and psychiatric consultants, including appointments for the Biobehavioral Consultation Clinics and Telepsychiatry Clinic Services.
• Coordinates and monitors telehealth appointments, including opening and closing appointments and ensuring appointments run smoothly.
• Documents follow-up recommendations made during telehealth appointments and schedules any necessary follow-up visits.
• Documents medication refill requests mentioned during telehealth appointments and contacts the appropriate provider for follow-up.
• Processes internal consultant referrals and emails appropriate referrals to mental health specialists. Uploads relevant documents to the client portal and notifies the assigned Service Coordinator (SC) and clinic as needed.
• Receives, logs, verifies, and distributes assessment reports and invoices. Processes appointment letters for all clinical assessments and verifies invoices.
• Maintains the electronic schedule for all Intake appointments, requests and returns client charts, reorders Intake referral packets, and assists with weighing clients who use wheelchairs.
• Performs other related duties as assigned.

Employment Standards

• High school diploma or GED from an accredited institution.
• Two (2) years of clerical or administrative experience; or
• An equivalent combination of education, training, college coursework, and experience that demonstrates the knowledge, skills, and abilities required for the position.
• Bilingual in Spanish is preferred.

Knowledge and Abilities

• Knowledge of regional center systems, procedures, intellectual and developmental disabilities, and effective service delivery.
• Knowledge of word processing and spreadsheet software, including Microsoft Word, Excel, and PowerPoint.
• Knowledge of office methods, practices, procedures, correspondence, office equipment, and administrative functions.
• Ability to organize work effectively, manage multiple priorities, and perform clerical and administrative duties with attention to detail and independent judgment.
• Ability to communicate effectively, both verbally and in writing.
• Ability to interact professionally and compassionately with individuals and families from diverse backgrounds.
• Ability to maintain confidentiality and exercise discretion when handling sensitive client information.

Other Essential Requirements

• Valid driver's license with an acceptable driving record.
• Employees using a personal vehicle for agency business must maintain the required minimum automobile liability insurance.

Physical Demands & Work Environment

• Work is performed primarily in an office and clinical environment, with frequent interaction with families, clients, and staff.
• Prolonged periods of sitting, standing, and walking while performing administrative duties and assisting with client appointments. Frequent use of a computer, telephone, copier, and other standard office equipment.
• Ability to bend, reach, stoop, and lift or carry files, charts, referral packets, and office supplies.
• Occasional physical assistance with weighing clients, including individuals who use wheelchairs.
• Ability to move throughout the office and clinical areas to coordinate appointments, retrieve records, and assist staff.
• Adequate visual acuity, manual dexterity, and hearing to perform administrative duties, operate office equipment, and communicate effectively.
• Employees are expected to follow all agency safety, confidentiality, and ergonomic practices.

Reasonable accommodation may be provided to enable individuals with disabilities to perform essential job functions.