Intake Data Specialist

FLSA: Non Exempt, Hourly

Work Schedule: 6:00am - 2pm OR 10:00pm - 06:00am

Position Description

Franciscan Outreach's mission is to provide healthy meals, safe shelter, and critical services that affirm the dignity of men and women who are marginalized and homeless and empower them to gain the stability they need to transition into permanent housing. The Intake Specialist is responsible for facilitating and coordinating the timely acceptance of guests referred to the shelter and services. He / She will focus on the intake, assessment, and admission of guest information into SPARC, Homeless Management Information Systems (HMIS).

SPARC serves as a critical hub for homeless individuals to access emergency shelters and supportive services in the City of Chicago.

The Intake Specialist will provide support with intake and data by delivering housing-focused services for guests, including, but not limited to: facilitating a low-barrier intake and assessment process for new guests and assessing the guest for potential outmigration/diversion/specialized placement opportunities. The Intake Specialist will contribute towards the development of a data-informed and systems-level perspective for the organization.

Essential Duties & Responsibilities:

Receives new guests, verifies homelessness status, completes intake, creates proper client files, completes HMIS, and orients new clients to the shelter and its policies

Ability to complete reports, collect data, and assist in grant preparation for shelter programs to DFSS and other agencies

Appropriately and professionally advocate for guest needs

Standardize and document bed assignment and data entry (SPARC) processes

Implement a standardized process for all three shelters for consistency across teams

Coordinate with the System Admin to assist in the weekly cleanup of shelter electronic client files

Coordinate with System Admin and Shelter team to identify areas for improved physical filekeeping

When applicable, update dashboards and datasets

Assist with data migration from HMIS

Collaborate and communicate with internal departments and external partnering agencies

Provides the requested information and directs requests for service to case managers

Monitors the activities of clients to ensure the safety of guests, volunteers, and staff

Records guest attendance, maintains bed count, and ensures shelter capacity

Assist guests and encourage compliance with shelter routines and rules

Holds shelter guests accountable for upholding program rules and expectations

Communicate any guestrelated issues or concerns to shelter management

Help guests work through conflicts with others living in the shelter

Assist with maintaining the shelter's cleanliness

Communicate observations and interactions with guests through documentation in the daily log (TEAMS channel, other, record any unusual happenings

Become familiar with events that have occurred since his/her last shift

Provides crisis intervention as needed, including determining when it is necessary to involve other staff, management, or the authorities

Report any facility or equipment maintenance needs to the appropriate staff

Treat guests in a culturally sensitive manner

Participate in program, department, and agency meetings and relevant trainings

Adhere to agency policies, procedures, and professional code of ethics

Performs all duties as assigned, including other duties as required

Requirements:

Demonstrates an understanding and commitment to the organization's mission, vision, and core values

Maintain a professional demeanor.

Able to work independently and as part of the team.

Exercises mature judgment and decision making.

Strong written and verbal communication skills.

Timeliness and regular attendance at work and meetings.

Highly motivated selfstarter with the ability to coordinate multiple projects simultaneously in a highpressure environment.

Knowledge of maintaining and executing confidential information using HIPAA standards.

Good problemsolving and conflict resolution skills.

Ability to establish and maintain professional boundaries in working with guests

Ability to work effectively in a constantly changing and sometimes demanding, highpaced, and stressful environment

Ability to work with a diverse population, with sensitivity to differences in culture, religion, sexual orientation, race, age, and physical and mental illness

Ability to manage multiple projects with demanding and competing deadlines, superior organizational skills, and the ability to maintain quality work

Demonstrates a positive attitude, selfmotivation, organization, and resourcefulness while maintaining a reputation through proven action of being team and guest oriented and willing to assist where/when needed.

Ability to negotiate different personalities and work under competing priorities

Ability to assess emergencies and respond effectively.

Ability to work with individuals who are experiencing homelessness

Ability to remain alert and on duty throughout shifts

Ability to effectively use conflict resolution and deescalation techniques

Ability to communicate well both orally and in written form, and follow detailed instructions

Ability to accurately record information for required guest and staff documentation

Ability to apply policies fairly and consistently

Physical ability to lift 25 pounds, sit, stand, bend, reach, and perform cleaning duties

Qualifications:

Associate degree, Bachelor's Degree, and/or master's preferred or equivalent experience in a related field.

Computer skills with proficiency in Microsoft Office. Experience using Smartsheet, data entry system, and/or customer relations management (CRM) system, such as the Homeless Management Information System (HMIS).

Must have the ability to obtain a HMIS/Service Point license

Flexible, adaptable, and can work in a fastpaced, professional environment.

May be required to become First Aid/CPR certified

May be required to become certified in overdose prevention and administer Naloxone

General knowledge of substance use and mental health disorders

Knowledge of Housing First, Trauma Informed Care, and Harm Reduction principles

Health and Safety Requirements:

COVID19 vaccination is mandatory for all employees. Accommodation requests will be considered in compliance with applicable laws

Additional Requirements:

All staff are expected to abide by the policies of Franciscan Outreach, including, but not limited to, rules governing ethics, confidentiality, dual relationships, honesty, and integrity. All staff are expected to always act in good faith and in keeping with the mission and values of Franciscan Outreach. Staff must have a commitment to serving the guests of Franciscan Outreach and to contributing to a positive, respectful, and accepting environment.

Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of the position. This description provides a summary of the major duties and responsibilities and is not an exhaustive list of the duties and responsibilities. The employee holding this position may be required to perform additional duties to meet the needs of the organization.

Franciscan Outreach provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, citizenship status, military service and/or marital status, or any other characteristic protected by federal, state or local laws.

About Franciscan Outreach

Franciscan Outreach is a leading provider of homeless services in Chicago. We operate as a system of support for men and women who are marginalized and homeless. We empower people to gain the stability they need to transition into permanent housing. Through five service sites, we offer healthy meals to those who are hungry, a warm bed for those who need shelter, vital case management for those who need guidance, and access to critical resources for those who need specialized services such as health care, mental health counseling, and substance use disorder treatment.