OBJECTIVE AND POSITION SUMMARY

The Intake Specialist is responsible for managing the intake process for guests at the Women’s Housing Navigation shelter, maintaining accurate records of all interactions and service provisions, and supporting guests in accessing necessary resources and services. This role involves the use of the Homeless Management Information System (HMIS) for data entry and reporting, coordinating with external agencies to ensure a safe environment for both guests and pets, and assisting guests with the completion of assessments such as the VI-SPDAT. The Intake Specialist plays a critical role in ensuring a smooth transition for guests into the shelter and supporting their pathway towards stable housing.

SUPERVISORY RESPONSIBILITIES:

• None

SPECIALIZATIONS

• Data Management and Reporting: Proficient in using the Homeless Management Information System (HMIS) or similar client management systems to accurately enter, update, and manage guest records. Skilled in generating reports and tracking shelter occupancy data for internal and external stakeholders
• Trauma-Informed Care: Possess a clear understanding of the critical importance of trauma-informed care in supporting participants. Be equipped to recognize the impact of trauma on individuals’ experiences and behaviors, and actively implement practices that promote safety, empowerment, and healing. Foster an environment of trust and respect that plays a vital role in helping the participants navigate their challenges and work towards stability and recovery. Ability to engage empathetically and apply trauma-informed principles will be essential in creating a supportive community where everyone feels valued and understood
• VI-SPDAT Administration: Experienced in administering the Vulnerability Index - Service Prioritization Decision Assistance Tool (VI-SPDAT) to assess the needs and prioritize services for guests, engaging with the Continuum of Care for coordinated entry
• Resource Coordination: Skilled in connecting guests with appropriate community resources and services, such as housing, healthcare, mental health support, and employment opportunities, to facilitate their transition to stable housing
• Pet Care Coordination: Knowledgeable in managing pet care agreements, ensuring a safe environment for pets residing at the facility, and coordinating with external agencies as needed
• Crisis Intervention and De-Escalation: Competent in identifying and responding to crisis situations, using effective de-escalation techniques to manage conflicts and ensure the safety and well-being of all shelter guests and staff
• Communication and Documentation: Strong verbal and written communication skills, with the ability to document interactions, service plans, and reports clearly and accurately in compliance with shelter policies and procedures

PRIMARY DUTIES AND ESSENTIAL FUNCTIONS

Guest Intake and Assessment:

• Conduct initial intake interviews with guests to gather essential information and assess their needs
• Complete and update guest records in the Homeless Management Information System (HMIS)
• Assist guests who have been at the shelter for more than 15 days with completing the VI-SPDAT assessment and engaging with the Continuum of Care for coordinated entry if eligible
• The role may require evening and weekend hours based on shelter needs and emergencies

Data Management and Reporting:

• Enter daily aggregate census data into the Citywide Emergency Bed Tracker daily
• Maintain accurate and up-to-date records of all guest interactions and service provisions
• Generate reports as required for internal and external stakeholders

Coordination of Services:

• Manage pet care agreements with guests, ensuring compliance with shelter policies and coordinating with appropriate agencies to maintain a safe environment for pets residing at the facility
• Collaborate with shelter staff and external service providers to connect guests with resources such as housing, healthcare, and employment services
• Assist with scheduling and coordinating appointments for guests with external agencies

Shelter Operations Support:

• Assist with maintaining cleanliness and order of the shelter facility
• Monitor guest compliance with shelter policies to ensure a safe and supportive environment
• Support shelter operations as needed, including assisting with meal distribution, transportation scheduling, and other operational tasks

Crisis Intervention and Conflict Resolution:

• Address immediate needs and concerns of guests during the intake process
• Provide de-escalation support and conflict resolution as needed to maintain a safe environment

Other

• Perform other duties related to shelter operations as assigned by supervisor

MINIMUM QUALIFICATIONS AND COMPETENCIES

Education /Background:

• High school diploma, equivalent, or experience in lieu of education; additional education in social work, human services, or a related field preferred
• Certified Peer Specialist, CCSS Certified, SOAR Certified or CHW preferred
• Previous experience working with individuals experiencing homelessness or in a supportive housing setting is highly desirable
• Proficiency in using HMIS or similar client management systems for data entry and reporting
• Strong understanding of trauma-informed care principles and a commitment to applying them in practice
• Ability to work effectively with diverse populations and demonstrate cultural competency
• Excellent communication, organizational, and problem-solving skills
• Ability to maintain professionalism and confidentiality in a fast-paced, high-stress environment
• Valid driver’s license and ability to travel locally as needed
• Ability to assess and respond to clients' needs with sensitivity, creating a supportive space that acknowledges the effects of trauma on behavior and communication