Intake Assistant Jobs in Remote, OR (NOW HIRING)

Part-time,25 Hours Per Week

The Health Related Social Needs Specialist is responsible for supporting members through the referral, intake, and eligibility process for HRSN services. This role focuses on addressing health-related social needs by assisting members with program applications, coordinating referrals and documentation, and providing administrative support for the HRSN team. The HRSN Specialist works closely with healthcare providers, landlords, community partners, and social service agencies to promote long-term housing success and improved health outcome.

ESSENTIAL FUNCTIONS OF THE POSITION:

The essential functions of this position require prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits. These duties are a representative example of position expectations. Actual duties assigned may vary and change depending on the business needs of the department and the agency.

• Serves as a point of contact for clients, landlords, and service providers to support housing stability and service coordination.
• Greet, engage, and assist clients in person, by phone, and electronically in a professional, respectful, and client-centered manner.
• Communicate regularly with clients to explain HRSN program services, eligibility requirements, required documentation, application status, next steps, and service navigation.
• Support clients with applications by collecting, reviewing, and verifying documentation to determine eligibility and ensure all required information is complete.
• Manage incoming and outgoing referrals, ensuring timely follow-up, coordination, and smooth transitions between service providers.
• Maintain accurate, complete, and compliant client records, including case notes, service documentation, referrals, and communication logs.
• Ensure timely and accurate data entry into program databases and systems in accordance with agency and funding requirements.
• Create client payment schedules based on CCO-approved funding limits and program guidelines.
• Maintain up-to-date knowledge of program guidelines, eligibility rules, and funding requirements.
• Schedule, confirm, and document appointments to support intake and service delivery workflows.
• De-escalate sensitive or high-stress situations using trauma-informed, culturally responsive practices.
• Maintain strict confidentiality of all client information in accordance with agency policies, funding requirements, and applicable laws.
• Provide administrative and operational support, including scheduling, documentation, and file management.
• Participate in staff meetings, trainings, quality assurance activities, and required compliance processes.
• Organize and participate in community outreach activities, events, and partner engagement efforts to support program awareness and client access.
• Communicate in a professional, respectful and courteous manner with all employees, clients, and others with whom we may work. Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, and the constructive exchange of ideas.
• Drive a company vehicle in the performance of duties. Driving will be required for travel to training facilities, events, community meetings, partner facilities and to perform other essential functions as needed.
• Complete designated job tasks, special projects and all other duties as assigned to meet team, department and agency goals while actively demonstrating accountability, high levels of employee engagement, and responsibility for achieving desired outcomes and measurable results.

KNOWLEDGE, SKILLS & ABILITIES

Qualified candidates for this position will have relevant education and experience necessary to perform the essential functions and meet the minimum performance expectations for this position with or without an accommodation.

Knowledge

• Knowledge of Health Related Social Needs (HRSN) programs, housing stability resources, rental assistance, and community support services. Understanding of service coordination, referral processes, eligibility determination, client intake, and community resource networks. Familiarity with trauma-informed, client-centered, culturally responsive, and equitable service practices. Knowledge of documentation standards, data entry, database management, recordkeeping, confidentiality requirements (including HIPAA), and administrative support functions. Understanding of quality assurance, compliance monitoring, program reporting, community outreach, and stakeholder engagement practices.

Skills

• Strong verbal and written communication, customer service, and relationship-building skills. Ability to conduct client interviews, assess needs, gather documentation, and coordinate services and referrals. Proficiency in documentation, recordkeeping, data entry, database management, and case management systems with strong attention to detail. Excellent organizational, time management, problem-solving, and critical-thinking skills, with the ability to manage multiple priorities and deadlines. Skilled in conflict resolution, de-escalation, appointment scheduling, workflow coordination, community outreach, public engagement, and collaboration with internal and external partners. Proficient in Microsoft Office and electronic communication tools.

Abilities

• Ability to communicate complex program information to diverse audiences and build effective relationships with clients, community partners, and service providers. Ability to assess eligibility, review documentation, maintain accurate records, and manage confidential information with discretion. Demonstrated ability to prioritize workloads, meet deadlines, exercise sound judgment, and adapt to changing program requirements. Skilled in coordinating services across multiple systems, identifying and addressing barriers to service access, and applying trauma-informed, culturally responsive approaches. Ability to work independently and collaboratively, support community outreach efforts, and maintain professionalism in challenging or crisis situations.

Required Licenses & Certifications

• Valid driver's license with a driving record that meets UCAN's acceptable driving guidelines.
• Must pass criminal background check prior to hire and successfully meet all screening standards when required by department or program funding source(s).
• CPR/First Aid certification is preferred but not required.
• De-escalation or crisis intervention certification is preferred but not required.

Education and Experience Requirements

• High school diploma or GED required.
• Educational Background in Human Services, Social Work, Psychology, or a related field preferred.
• Preferred: at least 1 year of experience in customer service, administrative support, or human services-related work.

An equivalent combination of experience and experience that demonstrates the required knowledge, skills and abilities required for the position will be considered in lieu of the outlined requirements.

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The physical effort typically applied in this job includes:

• Position oneself by bending, stooping, kneeling, crouching, and reaching as necessary to perform assigned duties.
• Move throughout indoor and outdoor work environments, including navigating uneven terrain, stairs, curbs, and other varying surfaces.
• Lift, carry, push, pull, and transport materials, equipment, or supplies as required.
• Use hands and fingers to handle, manipulate, operate, or position objects, tools, equipment, and technology.
• Remain in a stationary position (sitting or standing) for extended periods as needed.
• Travel between work locations and throughout service areas as required.
• Communicate and exchange information with clients, coworkers, vendors, and members of the public.
• Work in environments where exposure to pets, pet dander, allergens, dust, pollen, fragrances, cleaning products, insects, vegetation, and varying weather and environmental conditions may occur.

The amount of lifting effort typically applied and the percent of time the effort is applied:

Between 1 & 5 lbs. - 15% to 40%

Between 5 & 25 lbs. - Less than 15%

Between 25 & 40 lbs. - Less than 15%

Over 50 lbs. requires a team lift or lifting equipment

MENTAL OR VISUAL DEMANDS

Frequent mental and/or visual attention; the flow of work is either intermittent or the operation involves waiting for a machine or process to complete a cycle with intermittent checking or inspection involved.

WORKING CONDITIONS

The kinds of disagreeable elements the employee would typically be exposed to in the work area include:

Dust

Fumes

Dirt

Noise

Heat

Cold

Water

Description of the physical surroundings or conditions under which the job is typically performed and the extent of exposure to the disagreeable elements noted above:

Work is typically performed under reasonably good working conditions; while exposure to any or all of the above elements may occur, such exposure is generally not present to the extent of being disagreeable.

AVAILABILITY AND ATTENDANCE

Due to the nature and scope of the essential functions, the importance of personal interactions between this position, employees, clients and other members of the public, and the availability of job-related tools, equipment and resources at work, performance of the essential functions requires regular, consistent and on-site attendance while working independently and with others during our normal business hours.

Hours of work are during normal business hours and may require occasional evenings and weekends.

FLSA STATUS - Non-exempt