Intake and Compliance Coordinator
18 days ago
Chicago
Job Description ORGANIZATION SUMMARY Facing Forward to End Homelessness (Facing Forward) ends the cycle of homelessness for families and individuals by offering hope, help and housing. Facing Forward utilizes a Housing First model to provide housing and supportive services to families and individuals experiencing homelessness. Under this model, we first ensure that clients have a safe, stable home and then we empower them as they lead a forward-facing life. By providing permanent housing and a full array of services, including case management, healthcare, referrals for substance abuse treatment, education, and job training, we give people experiencing homelessness in Chicago the tools they need to reclaim their lives. VISION Facing Forward is committed to empowering all individuals to envision a brighter future. We are always striving to ensure our approach is reflective of the unique paths which have led people to Facing Forward. We are committed to fostering a diverse, equitable, and inclusive environment where each member of Facing Forward is empowered to be themselves, share ideas, and contribute to the mission and vision of the organization. We believe that we are stronger together. We want to serve as a foundation, and work in partnership with clients, staff, vendors, and community partners. In unity, we can work to prevent and end homelessness for our clients; to partner and guide them on their journey toward stability, health, and self-sufficiency. POSITION SUMMARY The Intake and Compliance Coordinator is responsible for connecting eligible clients to Facing Forward’s housing and supportive service programs, providing administrative support to ensure efficient program operations, and maintaining a high degree of compliance with program funders through data entry and quality assurance activities. This position requires great attention to detail and the ability to maintain confidentiality when handling sensitive client and program information. This is a full-time non-exempt position which requires some evening and weekend hours. ESSENTIAL JOB FUNCTIONS Program Intake and Administration (25%) • Receive referrals through the Coordinated Entry System or other referral partnerships, • Complete housing applications with referred families and individuals, including gathering required documents and coordinating with shelters, outreach workers, housing navigators, or others, • Complete all required paperwork in an accurate and timely manner, including but not limited to: intake assessments, consent for release of information, referral documentation, and proof of housing placement, • Complete mailings, including sending out rent delinquency letters monthly, • Serve call-in or walk-in clients, refer to Coordinated Entry access points, and provide other emergency service referrals (shelter, legal hotlines, etc.), • Conduct follow-up with clients who have exited Facing Forward’s programs to verify housing and income status Data Entry and File Maintenance (50%) • Ensuring all information in HMIS (Homeless Management Information System) is accurate, current, and reliable. This includes regularly reviewing and updating records to reflect changes such as new entries, amendments, or removals, in line with agency procedures and data governance standards., • Maintain up-to-date knowledge of HMIS data entry best practices and procedures, attend all required trainings; abide by HMIS End User Policy and Code of Ethics, • Track unit vacancies as client households enter and exit; reconcile vacancies with Finance Department quarterly or as needed, • Review all client certifications/lease renewals, upload to AppFolio, and communicate with finance department when documents are uploaded, • Maintain the client’s information in AppFolio including adding household members, changing monthly rent charges, transferring new units, moving tenants out from their units when they exit, hiding units/properties, • Create and maintain all leasing files for clients in Permanent Supportive Housing and Rapid Rehousing, including filing new income re-certification and rent calculation (recertification) packets, leases, participant vital documents, and other documents as required, • Maintain tracking spreadsheet of when recertifications are due for over 185 client households, send notifications to clients & staff when recertifications are due, • Communicate proactively regarding any overdue recertifications with staff and managers Quality Assurance (25%) • Perform Quality Assurance (QA) reviews of paper files and HMIS client records; note missing data or documentation, • Provide results of QA reviews to staff and managers, conduct follow-up as needed, • Advise staff on documentation requirements and proper file maintenance, • Assist with additional Quality Assurance activities as needed, including preparing for program and financial audits Other Responsibilities • Use email and other technologies to communicate with staff and others and to efficiently complete work assignments, • Protect the organization’s value by keeping information confidential, • Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks, participating in professional organizations, • Perform other duties as assigned, including but not limited to cleaning of office space and common areas, sorting donations, additional reporting and data entry responsibilities, and facilitating special events, • Attendance at staff meetings as required, • Attendance at special events as directed by supervisor QUALIFICATIONS • Education: High school diploma or equivalent required; four-year college degree preferred, • Experience: Six months of experience (professional, volunteer, or internship) in social services, customer services, or other public-facing role required; six months of experience with data entry required; experience with administering housing programs or property management office experience preferred SKILLS AND ABILITIES • High levelof computer literacy, proficient in use and knowledge of Microsoft Office, including Word, Excel, Outlook, and Microsoft Teams, • Ability to work in a hybrid environment, including both in office and remote work; ability to participate in meetings using video conferencing programs such as Zoom and Microsoft Teams, • Proficient in the use of office equipment, including copier, fax, scanner, and postage machine, • Extremely detail oriented, able to complete repetitive tasks with a high level of accuracy, • Use of good judgment and the capability to research and analyze information in order to make decisions on recurring assignments, • Strong interpersonal and communication skills with the ability to work effectively with persons who may be ill, disabled, emotionally upset and/or hostile, • Ability to show empathy and remain non-judgmental, • Ability to coordinate multiple projects simultaneously in a high-pressure, fast paced and time sensitive environment, • Ability to communicate effectively with a supervisor when their discretion is needed, • Ability to provide exceptional customer service to all stakeholders, including clients, staff, volunteers, and others, • Displays eagerness and the ability to learn new methods, procedures, and techniques, • Displays a high degree of professionalism and confidentiality WORKING CONDITIONS AND PHYSICAL REQUIREMENTS • Work week is generally 9am-5pm, Monday-Friday, but evening and weekend work may be required for events and meetings, • Occasional travel to client residence is required, • Hybrid work schedule, combination of in-office and virtual office, • Must be able participation virtual communications including email, video conferencing, and other tools used to facilitate virtual office culture and work sharing, • Sitting for extended periods is required, • Intermittent physical activity including standing, walking, bending, climbing stairs, lifting (less than 40 pounds), • Normal manual dexterity and hand-eye coordination, • Corrected hearing and vision to normal range, • Verbal communication, • Must be able to conduct business in English, fluency in another language a plus, • Workplace is a smoke and drug-free environment Reasonable accommodations 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. Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, order of protection status, handicap, disability, or any other factor determined to be unlawful by federal, state, or local statutes