• Intake Coordinator

    Job Locations US-WA-Seattle
    Posted Date 4 weeks ago(4 weeks ago)
    Job ID
    # of Openings
    Volunteer Chore Services
    USD $15.45/Hr.
  • Overview


    Volunteer Services is a community-based service that provides chore assistance free of cost for low-income older adults and adults with disabilities, with the primary goal of ensuring that they retain dignity and continue to live independently in the familiar surroundings of their home or apartment. The program is unique in also serving individuals under age 60 who have disabilities. VS recruits and places community volunteers to assist vulnerable adults who need assistance with household chores and other tasks,  and who do not qualify for state paid services receive services that support their health and well-being.



    The Intake Coordinator plays a critical role on the Volunteer Services team, keeping records and office systems organized and flowing smoothly. This position is the main point of contact for the community, and fields a high volume of calls from prospective and current client and referring community professionals. Responsibilities include completing phone eligibility screening and intake for prospective clients, screening volunteers for entrance to the program, managing office systems, keeping accurate records, and overseeing office volunteers. Excellent customer service skills, organizational skills, and record keeping skills are needed.


    This is a full time, benefitted position with generous paid time off.  Starting pay range is $15.45-16.22 DOQ.


    Major Duties and Responsibilities


    Pre-screen clients for intake to the program


    Employee accomplishes this responsibility by completing the following tasks:


    1. Provide excellent customer service through phone contact with individuals who self-refer for services, their family members, or community agency referrals who inquire about services
    2. Communicate guidelines and assess service eligibility, gather information regarding services requested, respond to requests for program information, and make referrals to community resources as necessary.
    3. Communicate status of request to client or referral source.
    4. Record, track, follow-up and report status of all service inquiries weekly.
    5. Process service intake forms and route to appropriate regional coordinators.


    Pre-screen and coordinate volunteers for entrance into the program

    Employee accomplishes this responsibility by completing the following tasks:


    1. Provide excellent customer service through phone and email contact with prospective volunteers including collecting references and conducting criminal history checks.
    2. Process registration materials and document completed forms.

    3.        Document attendance for orientations and trainings.



    Record Keeping & Reporting


    Employee accomplishes this responsibility by completing the following tasks:


    1. Collect, input, update and tabulate service data monthly.
    2. Assist Program Manager in monthly, quarterly and annual reports.
    3. Coordinate and track holiday programs.


    Office systems Management


    Employee accomplishes this responsibility by completing the following tasks:

    1. Maintain accurate volunteer and client records.
    2. Update electronic records and hard files monthly.
    3. Update volunteer driver documentation as required.
    4. Assign volunteer to copy, assemble and replenish program materials as needed.
    5. Act as liaison with supplies/services/maintenance vendors.
    6. Take and distribute staff meeting minutes.
    7. Process reimbursement requests for program volunteers and staff.



    Volunteer Coordination & Supervision


    Employee accomplishes this responsibility by completing the following tasks:


    1. Recruit, interview, train and supervise office volunteers, interns and special   project volunteers.
    2. Assign and prioritize weekly and/or project specific job duties to volunteers and interns.
    3. Assign on-call volunteers as needed.
    4. Work with VS staff and volunteers for program evaluation and surveys.



    Publicity and Marketing


    Employee accomplishes this responsibility by completing the following tasks:

    1. Editor for program newsletters and responsible for bulk mailing.
    2. Assist with creation of recruitment materials.
    3. Assist with publicity for program through outreach events as requested.



    Titles of volunteers directly supervised/coordinated:        


    1. Office volunteer
    2. Intern
    • Maintain positive working relationships with staff, collaborative members, and community partners.
    • Maintain accurate record of hours worked and turn in timesheets on schedule.
    • Attend trainings required of employees as scheduled.
    • Participate as team member in staff and supervisory meetings as required.
    • Contribute to and support a positive, team-oriented, culturally-diverse work environment.
    • Perform other job-related duties as assigned.


    This position requires the employee to work in an office environment where there is noise from telephones and conversations among employees and clients as well as working in the community. Working conditions may include interruptions. Extensive use of telephones, computers and related office equipment is typical of this position.  



    The requirements 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.

    • Able to prioritize multiple tasks, and to work independently and as a team member.
    • Hearing ability to successfully facilitate meetings.
    • Excellent verbal and communication skills.
    • Able to hand write legibly.
    • Able to read normal size print and handwritten notes.
    • Able to sit for sustained periods of time.
    • Mobility/dexterity of hands/arms to enable use of computer, phone and other office equipment.
    • Regularly able to perform duties as assigned.
    • Able to make independent decisions and apply sound judgment in performing job duties.


    Minimum Qualifications:

    1. 2 + years office/administrative assistant experience
    2. Comfort and experience in phone work and referrals
    3. Excellent time management skills
    4. Good customer service and organizational skills
    5. Ability to work as a team member
    6. Proficient in Microsoft Office 2010, intermediate to advanced knowledge of Excel
    7. Interest in working with elders and adults with disabilities and concern for their well-being.


    Preferred Qualifications:

    1. Work or volunteer experience with elders and adults with disabilities.
    2. Experience with non-profit agencies.
    3. Knowledge of community resources


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