Intake Manager

Overview

POSITION: Intake Manager

CLASSIFICATION: Full time – 40 hours, non-exempt

REPORTS TO: HBLA Director and/or Program Director

POSITION START: February 2025

COMPENSATION: $31- $34/hour

WORK SCHEDULE: Tuesday-Saturday 8:30am-5pm (subject to change based on program needs)

PREFERENCES: Fluent in Spanish is preferred 

ORGANIZATIONAL MISSION

A Sense of Home (ASOH) strives to prevent homelessness by creating first-ever homes and a community for youth aging out of foster care. 50% of those struggling with homelessness are former foster youth. The homeless crisis can only end through prevention. The model has been so successful, ASOH will scale in the new regions in the coming months. Here is an example of the work.

Within a few days of the LA fires A Sense of Home (ASOH) launched Home Bank LA (HBLA) to meet the overwhelming need to help displaced families who fled the fires. Tens of thousands of our community members have been forced to live on the floor in empty spaces. Based on our unique experience, we quickly deployed our systems, during this time of emergency to support those who lost everything in the fires. Home Bank LA was launched to provide fully functioning home environments for our community members devastated by the fires. For the last 10 years ASOH has been perfecting its technology and operational systems to harness community volunteerism, and donated furniture and home goods to transform empty spaces into homes.

Just like ASOH, the newly created HBLA will provide everything for our neighbors to feel at home again.

POSITION PURPOSE

The Intake Manager ( IM) is responsible for communication with and onboarding HBLA applicants. The IM is the first point of contact for a victim of the LA fires who is in need of HBLA services, playing an important role in ensuring that a fellow community member who has a endured a great tragedy is receiving all of the support and care that they need in order to rebuild their lives. The IM conducts a thoughtful review of each application, prioritizing those most in need. The IM is conscious of time and ensuring applicants receive HBLA services as quickly as possible. During the intake process, the IM, works closely with the team to learn about additional resources based on individual or family needs. The IM may work with external organizations to refer their services to HBLA applicants.

The IM will also work with, direct and coordinate volunteers and fellow team member to receive donations of in-kind home furnishings and ensure the needs of applicants are met through the selection and allocation of home furnishings.

ASOH seeks an IM who is careful listener, a superb communicator and is eager to gain a holistic overview of each applicant’s situation.

DIVERSITY EQUITY AND INCLUSION

ASOH is committed to diversity, equity, and inclusion and strongly encourages people of color, women, LGBTQ+ individuals, and those with protected class backgrounds to apply. We value the individuals that we hire and look forward to creating a positive work environment for all identities.

OUR COMMITMENT

We are committed to not only provide a diverse and inclusive workplace, but we value the health and wellbeing of our team members. HBLA under the umbrella of ASOH offers 100% paid health and medical benefits to employees, along with generous paid sick and sick vacation time. We also believe in providing a workplace that fosters advancement and professional development for all employees, conducting our day-to-day business practices accordingly.

HISTORY AND CONTEXT

ASOH began as a random act of kindness, when the founders Georgie Smith and Melissa Goddard saw an injustice and acted upon it. They noticed that young people exiting foster care had overcome the odds against them, achieved securing a roof over their heads, only to be forced to sleep on cold bare floors, and struggle without fridges, stoves, lighting, a table to eat from nor study on. The lack of means to make a space a home is a significant inequity that has proven to hold back those working and studying hard to overcome the challenges of the world and create a better future for them.

A Sense of Home is in its tenth year preventing homelessness for former foster youth. ASOH helps procure apartments, fully furnish them in a big act of community love and then provides ongoing wrap around services, including educational scholarships. The model is so impactful it is be scaled to numerous regions in the coming months. With the outbreak of the fire and no furniture bank in LA, we saw the gaping void and moved swiftly to make our expertise available to our community in need.

ASOH continues it’s vital work serving former foster youth at the same pace and capacity as always. However, we have additional numerous demands as many of our Alumni have been displaced and a great many have lost their employment as a consequence of the fires. We are working harder than ever to support these deserving young people as the entire community tries to rebuild and recover from the worst natural disaster in LA’s history.

A UNIQUE SPACE AND OPPORTUNITY FOR LEARNING AND HEALING FOR ALL

We are committed to action for impact and won’t stop learning, listening, growing and serving. We are committed to evolving our work and model to ensuring we always:

• Evolve how we achieve our goals and deepen the impact
• Listen to those we serve
• Partner with organizations that uplift marginalized communities
• Find and implement new tools in our programs that overcome unique barriers to healing
• Amplify more BIPOC (Black, Indigenous and People of Color) voices
• Ensure a safe, inclusive, diverse workplace for employees, volunteers, donors, and those we serve
• Integrate social justice and public health scholars in the development of our organization

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Intake Manager (IM) is directly responsible for the following duties:

  Applicants: The IM is responsible for the entire intake process, reviewing applications, ensuring required documents are collected, conducting email correspondence and phone screens interviews and Zoom meet and greets, entering update notes, as well as scheduling services in accordance with established processes, procedures, and protocols.  

 Referrals/ Community Partner Organizations: The IM is responsible for maintaining relationships with all referring agencies. The IM regularly reviews the ASOH website to ensure all referring agencies are adequately listed. The IM also reports any new community partners and resources identified to the PD so they can be incorporated into resource materials that is provided to all applicants.  

Volunteers: Working with volunteers in the warehouse to ensure that their goals are achieved and an applicant’s needs are met. As directed, the IM coordinates volunteers’ work to ensure inventory is processed in accordance to established protocols and applicants receive all that they need from HBLA.

Data: The IM is responsible for gathering data to track the efficacy of the program, through the ASOH App.

Community Representation: Speaking at community events, referring agencies’ programs, conferences, etc as directed by PD or Director of HBLA.

  Duties and responsibilities may be added, deleted, modified or changed at any time at ASOH’s discretion. Changes may be made formally, informally either verbally or in writing.

 EDUCATION/EXPERIENCE

Relevant work experience and education is necessary. Must have access to readily available reliable transportation as the position involves local travel during the workday. Bachelor’s degree in a relevant field is preferred. MSW is ideal.

ESSENTIAL JOB FUNCTIONS

• Working with computers, cameras, scanners, phones, and printers
• Using various software including proprietary workflow software, cloud-based software such as Google Drive, Zoom, and DropBox.
• Communications over the phone, virtually and in person with persons outside the organization, supervisors, peers, etc.
• Organizing, planning, and prioritizing work
• Making decisions and solving problems
• Processing information and verifying accuracy of data
• Establishing and maintaining interpersonal relationships
• Assessing the qualities of things, services, or people
• Performing administrative activities
• Documenting/recording information and maintaining logs
• Evaluating information to determine compliance with standards/policies
• Estimating the quantifiable characteristics of products, events, or information

KNOWLEDGE REQUIREMENT

• Analytical Skills Ability to process and analyze vague, abstract verbal and written instructions. Ability to visualize and assess abstract ideas and develop structured plans for implementation of marketing plans. Ability to read, analyze complex documents, and communicate analysis in oral and written form.
• Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Communications and Media Requires public speaking, phone conversations, use of email, writing letters and memos, face-to-face discussions with individuals or teams and contact with others.
• English Language Strong knowledge in reading, writing, and speaking of the English language. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the Company.
• Customer and Personal Service Knowledge of principles and processes for providing superior customer and personal services.
• Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
•   Computers and Electronics Working knowledge of email, social media networks, computers, smartphones, equipment, graphics software and CRM system.
• Clerical Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Law and Government Knowledge of applicable laws, regulations, and ordinances

WORK ENVIRONMENT

• Lifting and moving Requires ability to lift, move, transport, and stage furniture and other home goods sometimes in excess of 75 pounds.
• Body positioning requires using hands to handle, control, or feel objects, tools or controls and prolonged periods of standing and/or sitting.
• Competition requires competition or awareness of competitive pressures.
• Conflict requires dealing with potentially unpleasant, angry, or discourteous people, including conflict situations.
• Impact of decisions requires making decisions that impact the results of co-workers, vendors, sponsors, donors, volunteers or the company.
• Opportunity to make decisions without supervision Requires making decisions that affect other people, the financial resources, and/or the image and reputation of the organization.
• Level of challenge requires being exact or highly accurate. Also requires repeating the same physical activities or mental activities over and over – often with freedom to determine tasks, priorities, and goals.
• Pace and scheduling requires meeting strict deadlines and adhering to tight timelines.
• Personal Interaction requires work with external individuals, organizations, businesses, or the public. Also, requires coordinating or leading others in accomplishing work activities and work with others in a group or team.
• Responsibility for Others Includes responsibility for work outcomes, results, and safety of others .

WORK SETTING - Requires working in office space as well as warehouse space in cold or hot conditions as well as outdoors in hot, cold, wet, humid and/or dry conditions. Work is often performed in recipients’ homes. Also, requires ability to climb stairs or hills at times while lifting. Work is often performed in warehouse settings with tight spaces for travel/access. Requires ability to lift, reach, hold and move heavy items, at times onto and from shelving units.

ACKNOWLEDGEMENT

Your employment relationship is and is intended to be at will.  This job description contains the entire agreement between you and A Sense of Home as to the duration of your employment and the circumstances under which your employment may be terminated. Nothing contained in this, or any other materials generated by A Sense of Home or its employees, or any statement made by any employee of the organization, shall require the company to have “just” or “good cause” to terminate the employment relationship or to change the terms and conditions of your employment. Notwithstanding any disciplinary procedures or A Sense of Home rules or regulations, either you or A Sense of Home may terminate the employment relationship at any time, for any reason, with or without cause or prior notice. Further, A Sense of Home can demote, transfer, suspend or otherwise discipline an employee in its sole and absolute discretion.  Nothing in this job description, or any other personnel documents creates or is intended to create a promise or representation of continued or indefinite employment or employment for a specific term, in a specific position, or at a specific rate of pay, or to prohibit A Sense of Home from terminating you for any reason even if previously agreed that such a reason would not result in termination. 

I also understand that A Sense of Home has the right to change the compensation, assignments, duties, responsibilities, or geographical location of my job at any time, with or without cause.