WIOA Intake Specialist

Job Description

Job Description

Department:
American Indian Workforce Development 

Reports to (title):
Workplace Development Program Director 

Hours/week:
40

Job Location:
Lumbee Tribe of North Carolina

Type of Position:
Full-Time

Classification:
Non-Exempt

Effective Date:
11/3/27

PERFORMANCE EXPECTATIONS

In performance of their respective tasks and duties all employees of Lumbee Tribe of North Carolina are expected to conform to the following:

• Uphold all principles of confidentiality to the fullest extent.
• Adhere to all professional and ethical behavior standards of the tribal government. 
• Interact in an honest, trustworthy, and respectful manner with employees, Tribal members, visitors, and vendors.
• Participate in departmental staff meetings, quality management activities and educational programs.
• Comply with Lumbee Tribe’s policies and procedures.
• Maintain a current insurable driver’s license.

POSITION PURPOSE

The WIOA Intake Specialist is the first point of contact for individuals seeking services through the Lumbee Tribe of North Carolina’s WIOA Section 166 Program. The position conducts intake interviews, helps applicants complete applications, collects and verifies supporting documentation, and matches applicant information to established program eligibility criteria. The Intake Specialist maintains accurate intake and eligibility records, follows up on missing information, and prepares complete application files for review and enrollment in accordance with program procedures. The position identifies initial employment, education, training, and supportive service needs and coordinates timely referrals and handoffs to workforce staff. Through courteous, culturally responsive service and careful documentation, the Intake Specialist supports an efficient and accessible enrollment process while protecting applicant confidentiality.

ESSENTIAL DUTIES, FUNCTIONS, & RESPONSIBILITIES

WIOA services.

• Explain the application process, required documentation, available services, and next steps using clear, courteous communication.
• Schedule intake appointments, maintain applicant contact lists, and coordinate orientations and appointment reminders.
• Conduct intake interviews and assist applicants with completing applications, consent forms, and required program documents.
• Collect and review documentation supporting applicable eligibility criteria, including identity, tribal affiliation, age, residency, employment status, income, and education, as required by program procedures. 
• Match applicant information and supporting documentation to established eligibility criteria for the appropriate WIOA program and service pathway 
• Match applicant information and supporting documentation to established eligibility criteria for the appropriate WIOA program and service pathway. 
• Check applications for completeness, accuracy, required signatures, and consistency; identify discrepancies and request missing information. 
• Document eligibility screening results and prepare complete files for review and enrollment approval in accordance with established program procedures. 
• Refer unclear eligibility questions, conflicting documentation, and exceptions to the designated supervisor for resolution. 
• Obtain initial information about education, employment history, career interests, training goals, supportive service needs, and barriers to participation.
• Coordinate timely handoffs to workforce staff for assessment, individualized service planning, case management, and authorized services. · Provide information and referrals to Tribal programs, NC Works Career Centers, educational institutions, and community resources based on identified needs. 
• Enter and update applicant information in approved databases and electronic record systems accurately and promptly. 
• Establish, organize, and maintain paper and electronic intake and eligibility files, including verification records, contact notes, and referral documentation. 
• Track application status, pending documents, appointments, referrals, and enrollment decisions; follow up with applicants and staff as needed.
• Assist with intake and enrollment reports by compiling accurate application counts, eligibility status, referral information, and related program data. 
• Protect sensitive applicant information and follow confidentiality, secure storage, document access, and records retention procedures. · Assist with outreach, recruitment, community events, and orientations to explain program access and intake requirements. 
• Assist with file reviews, monitoring, audits, and correction of intake documentation when requested. 
• Participate in staff meetings and training; maintain working knowledge of current eligibility criteria and approved intake procedures. 
• Follow applicable Tribal personnel, programmatic, fiscal, confidentiality, and administrative policies and perform other related duties as assigned.
• All other duties as assigned 

MINIMUM MANDATORY QUALIFICATIONS

Experience:

• One (1) to two (2) years of experience in applicant intake, eligibility screening and matching, application processing, employment services, human services, or a closely related field. Experience interviewing applicants, reviewing supporting documentation, maintaining records, and providing direct customer service is required.

Education:

• Associate degree (two-year degree) from an accredited college in Business Administration, Human Services, Social Work, Public Administration, Office Administration, or a closely related field.

Mandatory Knowledge, Skills, Abilities, and Other Qualifications:

• Knowledge of applicant intake, application processing, eligibility screening, and documentation verification practices. 
• Ability to learn, interpret, and apply WIOA Section 166 eligibility criteria, Tribal policies, and established intake procedures. 
• Ability to match applicant information to program requirements and identify missing, inconsistent, or insufficient documentation. 
• Skill in conducting respectful intake interviews and gathering complete and accurate information. 
• Ability to explain application requirements and procedures clearly to individuals with diverse backgrounds and levels of understanding. ·
• Strong customer service, verbal communication, and written communication skills. 
• Ability to maintain accurate paper and electronic files, verification records, and detailed contact notes. 
• Strong organizational skills, attention to detail, and ability to manage appointments, pending applications, follow-up tasks, and deadlines. 
• Proficiency in Microsoft Office, email, data entry, and the ability to learn approved databases and participant record systems. 
• Ability to identify initial service needs and coordinate appropriate referrals and handoffs to workforce staff and partner programs. 
• Ability to safeguard confidential information and exercise sound judgment when handling sensitive applicant records. 
• Ability to recognize matters requiring supervisory review and follow established approval procedures. 
• Ability to work independently and collaboratively with applicants, coworkers, Tribal departments, and community partners. 
• Commitment to culturally responsive, participant-centered service to American Indian and Native American individuals, families, and communities. 
• Must possess a valid NC driver’s license.

WORK ENVIRONMENT

Work environment:
The work environment characteristics described here are representative to those an employee encounters while performing the primary functions of this job. Normal office conditions exist, and the noise level in the work environment can vary from low to moderate. Limited overnight travel may be required from time to time.

Physical demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee may be required to frequently stand, walk, sit, bend, twist, talk, hear, and perform repetitive motions. There may be prolonged periods of sitting, keyboarding, reading, and driving or riding in transport vehicles. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include reading, distance, computer, and color vision. Talking and hearing are essential to communicate with clients, vendors, and staff.

Mental demands:
This position a several deadlines. The employee must handle frequent interruptions and multitask while interacting with a wide variety of people on various, and at times complicated, issues.

INDIAN PREFERENCE

The Lumbee Tribe of North Carolina has implemented an Indian Preference in Employment Policy. Pursuant to this Policy, applicants who possess the knowledge, skills, and abilities required by this position, and who are members of the Lumbee Tribe, will be given primary preference for hiring and employment after providing proof of tribal membership. Indian preference is integrated into the interview and scoring process for job candidates.

OTHER

Confidentiality:
All employees must uphold all principles of confidentiality to the fullest extent. This position has access to sensitive information, and a breach of these principles will be grounds for immediate termination.

Background Investigation:
This position is subject to a criminal history background check and a Motor Vehicle check. Candidates must pass all required background checks to qualify for this position.


Drug Screening:
All applicants must successfully pass a pre-employment drug screening prior to beginning employment and will be subject to random drug testing.

Disclaimer: The information on this position description has been designed to indicate the general nature and level of work performance by employees in this position. It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. Employees will be asked to perform other duties as needed.