Data & Intake Specialist (PT) (Santa Ana)

Data & Intake Specialist (PT) (Santa Ana)

07 Feb 2019

Data & Intake Specialist (PT) (Santa Ana)

Vacancy expired!


Position: The Data & Intake Specialist is responsible for reviewing applications to the GHH Bridge Housing programs, conducting interviews, providing organizational information, handling requests for housing, conducting intake assessments, and connecting applicants and callers with the appropriate internal or external resources. The Data & Intake Specialist also maintains data using the Homeless Management Information System (HMIS), a local information technology system used to collect client-level data and data on the provision of housing and services to homeless individuals, families, and persons at risk of homelessness.

Status: Part time/hourly

Reports to: Director of Housing

Supervises: None

Compensation: Commensurate with experience

May require travel throughout Southern California, primarily in Orange County.

Must be able to pass background checks and HMIS certification upon hire and throughout employment



• Minimum two (2) years of experience in a housing/residential setting working directly with clients required.

• One year of experience conducting intake interviews for housing programs preferred.

• Bachelor's degree in human services or a related field preferred.

• CPR and basic first aid certification required.

Other Skills

• Professional communication skills (verbal and written).

• Verbal fluency in both English and Spanish preferred.

• Excellent relationship-building and boundary-setting skills.

• Exceptional organizational skills.

• Proficient computer skills including Microsoft Office and Google Docs

• Excellent crisis management, conflict resolution and risk mitigation skills.

• Proven desire to support and work with an extremely diverse population without judgment or bias.

• Demonstrated commitment to addressing and resolving social injustice.

• Database experience strongly preferred.


Primary Duties


● Complete the intake process by phone or in-person with applicants.

● Responsible for understanding how to provide lead with accurate bed accountability and contractual bench mark updates through active bed management

● Deliver exceptional customer service to participants through maintaining professionalism and positive attitude while communicating with participants and outside agencies

● Responsible for completing accurate intake assessments and intake relaying programmatic expectations to incoming participants

● Maintain compliance to HIPPA, crisis intervention techniques, documentation protocols, and file logistics

● Proficiency in incident reporting, documentation standards, de-escalation, intersection with other departments

● Performing clerical duties such as filing, copies, file breakdown, and file management

● Prepare and generates daily reports; analyzes data and prepares special reports as needed.

● Other duties as assigned.


• Responsible for keeping records of incoming clients on logs and in the HMIS system.

● Verifies, corrects and enters participant information into centralized database; conducts regular audits to assure accuracy of data.

● Monitors database (HMIS) reports to assure consistency with other hard copy records and logs.

● Runs regular progress reports; creates customized reports to support shelter management and to provide other needed information.

● Coordinates with staff to ensure HMIS intake requirements are met.

● Trains staff on database (HMIS) and answers questions relating to the system.

● Oversees the privacy/confidentiality notification processes to meet regulatory guidelines.

Secondary Duties

• Generate accurate reports as required

• Attend meetings and events as assigned.

• Provide general support to the Director of Housing and designated staff as requested.

• Provide timely, accurate, and unbiased communication about participant-, program-, partner-, and facility-related successes and concerns to the Director of Housing.

• Other duties as assigned


In the course of performing this job, the incumbent typically spends time sitting, walking, standing, listening/speaking, writing and operating a personal computer. S/he will be required to drive an automobile or use public transportation to attend meetings within the community. S/he is expected to lift and carry office records and supplies up to 40 lbs on an occasional basis. Reasonable accommodations may be arranged to enable individuals with disabilities to perform essential duties of the job.

To apply, please send cover letter and resume to with "Data & Intake Specialist (PT)" in the subject line.

Grandma's House of Hope is an Equal Opportunity Employer.

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