Intake Coordinator

About Bill Wilson Center:

Bill Wilson Center provides services to children, youth, young adults, and families in Santa Clara County. Additionally, we reach clients through our street outreach and crisis line programs. Bill Wilson Center programs focus on housing, mental health care, supportive services, and advocacy. Bill Wilson Center is committed to working with the community to ensure that every youth has access to the range of services needed to grow to be healthy and self-sufficient adults. A key component of Bill Wilson Center's philosophy encompasses a strength-based approach to improving the lives of the youth and young families in our communities. Bill Wilson Center has been providing services to runaway and homeless youth since 1973. Join us and become a difference maker at Bill Wilson Center!


Job Summary:

Under the supervision and direction of the Shelter Manager of the Family Shelter Services, the Intake Coordinator performs the following duties and responsibilities.

Essential Duties/Responsibilities:

Client Assessment and Planning

• Conduct comprehensive intake assessments to understand each family's unique needs, strengths, and circumstances.
• Ensure timely outreach and follow-up with all referred participants.
• Complete intake processes for program enrollment in a thorough and timely manner.
• Manage referral tracking, including oversight and accurate data entry.
• Maintain accurate, organized, and confidential client records and documentation.

Resource Connection and Advocacy

• Coordinate with Case Managers and the Program Manager to support onboarding, room placement, and service alignment.
• Work collaboratively with case management staff to ensure families are connected to appropriate resources and supportive services.
• Maintain up-to-date knowledge of county and community resources, including referral processes.
• Collaborate with the North County Family Shelter inter-agency team to address client needs and service coordination.

Support and Empowerment

• Track and support families progress toward identified goals during the intake and transition process.
• Accurately document all intake activities, outcomes, and relevant client information.

Monitor and Evaluation

• Maintain and update all required data in AWARDS and/or HMIS systems in a timely and compliant manner.
• Compile and maintain statistical data and reports, ensuring accuracy and adherence to reporting requirements.

Collaboration and Communication

• Attend required meetings, including Office of Supportive Housing (OSH) and North County Family Shelter meetings.
• Participate in case conferences and team discussions related to intake and service coordination.
• Maintain consistent and reliable attendance in alignment with program needs.
• Perform additional duties as assigned to support program operations.

Additional Responsibilities

• Participate in professional development opportunities.
• Attend agency and other program meetings and trainings as appropriate.
• Participate in agency Program Quality Improvement activities and initiatives.
• Participate in agency Safety initiatives and proactively report safety issues to management immediately.
• Ensure cleanliness and tidiness at the Family Shelter site. Report maintenance and safety issues to the manager or the Facilities Manager immediately.
• Regular attendance is a requirement of the position.
• Other duties may be assigned.

Supervisory Responsibilities


This job has no supervisory responsibilities.

Education and Experience:

• (B.A.) in Social Work, Sociology, Psychology or related field plus 2+ years of relevant experience (MA/MSW preferred). Preferred experience working with homeless clients and in a shelter setting.

Required Skills/Abilities:

• Language Skills - Ability to understand and interpret a variety of documents, including safety rules, operating and maintenance instructions, and procedure manuals. Ability to prepare clear and accurate reports and correspondence. Strong communication skills are essential to effectively engage with diverse individuals and groups. Bilingual communication skills (English/Spanish or English/Vietnamese) are highly valued and strongly encouraged.
• Certificates, Licenses, Registrations - Current CPR and First Aid Certification required (or complete within 30 days of hire). Valid California driver's license with access to a personal vehicle with current insurance that can be used for company business. Fingerprinting/background check as required by the Department of Justice and/or Title XXII regulations. TB test required.
• Mathematical Skills - Ability to work with basic mathematical concepts as required for reporting.
• Reasoning Ability - Ability to solve practical problems and address a variety of real-world situations where limited standardization may exist. Ability to understand and interpret instructions provided in multiple formats, including written, verbal, visual (such as diagrams), or scheduled forms. Flexibility in learning and communication methods is welcomed and supported.
• Computer Skills - To perform this job successfully, individuals should have familiarity with internet software, spreadsheet software, and word processing software. Comfort with internet research is a plus. Training and support will be provided as needed to ensure success in these areas.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit; stand, use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is required to stand and walk. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Salary Range:

$24.00 - $26.00 per hour

Employee Benefits & Perks:

We offer a generous compensation package for full-time employees that includes the following:

• 4 Weeks Accrued PTO
• 14 Paid Holidays Per Year
• Paid Health, Dental, Vision & Voluntary Life Insurance Plans
• Flexible Spending Plans for Medical, Dependent Care, Parking and Transit
• 401 (K) Retirement Plan
• 24/7 Employee Assistance Program
• Upward Career Mobility
• Discounts and Savings through Tickets At Work and LifeMart

EEO:

Bill Wilson Center is an Equal Opportunity/Affirmative Action Employer.

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency's operations, responsibilities may be modified at any time.