DHS​/OTL - Program Intake Coordinator

WHO WE ARE We are more than a nonprofit organization. We are a ministry of service that includes nearly 400 paid, professional employees dedicated to helping those in need to rebuild their lives and reach their full potential. Founded locally in 1911, the Northern California & Northern Nevada affiliate of Volunteers of America (VOA-NCNN) is one of the largest providers of social services in the region, operating more than 40 programs including housing, employment services, substance abuse, and recovery services to families, individuals, veterans, seniors, and youth.

In fact, VOA-NCNN provides shelter or housing to over 3,500 men, women, and children every night.

OUR MISSION To change individual lives, instill hope, increase self-worth and facilitate independence through quality housing, employment, and related supportive services. Volunteers of America Northern California & Northern Nevada inspires self-sufficiency, dignity, and hope by providing critical health and human services to thousands of vulnerable individuals and families across Northern California & Northern Nevada.

PROGRAM AND LOCATION VOA, a Certified Great Place to Work, Family Services is recruiting a full‑time Program Intake Coordinator to work on the Options Transitional Living team. VOA's Family Services is a transitional housing program for homeless families. Our transitional housing program for women and children provides homeless families a safe environment for their children and themselves to live while they seek permanent housing and employment.

Services include individual and group counseling by dedicated case managers, life‑skills and parenting classes, and referrals for permanent housing. Full‑time employees (working 30 or more hours a week) are eligible for a benefits package that includes paid holidays, vacation, health, dental, vision, life, and short‑term disability insurance coverage.

This position provides direct support to the Program Director, coordinates client intake and referrals, and performs clerical duties for Sober Living Environments (SLE), Department of Health Services (DHS), and Perinatal Substance Abuse Block Grant (SABG) family programs. In addition, this position will have responsibility for compiling data for case management, collection of client fees, software management, coordinating daily activities of all clerical needs, meeting arrangements, and interaction with outside services providers including but not limited to County DHA, County CPS, SLEs, residential treatment facilities, school district homeless liaisons, and 211 direct referrals.

• Coordinate client intake and referral process which includes but is not limited to sending out eligibility requirements, reviewing information for eligibility, following up with program applicants, and scheduling in-person screening appointments with Case Managers
• Prepare monthly billing reports for the County, including internal spreadsheets and Smart Care entries.
• Set up and maintain client records, including move‑ins and move‑outs, in databases including but not limited to Credible, Smart Care, HMIS and One Site Leasing. Enter client information and upload required documents into HMIS.
• Ensure unit readiness in partnership with support staff.
• Calculate savings fees for clients with income, collect fees and enter information into One Site Leasing and scan payments for mobile deposit. Prepare monthly banking reconciliation reports to ensure accuracy of entries and deposits.
• Process saving refunds for clients upon program exit.
• Update spreadsheet and distribute weekly occupancy reports to County, VOA COO, and Program Director.
• Disseminate monthly health and safety materials, schedule drills, and track staff compliance.
• Provide required documentation for client status update to Sacramento County.
• Perform clerical activities including reception duties and answering telephone.
• Establish and maintain files.
• Maintain office equipment and arrange for repair when necessary.
• Order supplies as needed.
• Participate in VOA and outside training.
• Perform other reasonably related duties as assigned by Director.

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