SBA Program Intake Application Specialist (IDPL) - Career Pathways
COMPANY DESCRIPTION
Instituto del Progreso Latino is a community organization whose mission is to contribute to the fullest development of Latino(a) immigrants and their families through education, training and employment that fosters participation in the changing U.S. society while preserving cultural identity and dignity. Founded in 1977 to help Latino’s learn basic skills, pass the civil service exam and obtain higher paying post office jobs, Instituto has grown to a flourishing educational center serving over 14,000 Chicago families per year.
POSITION DESCRIPTION
The SBA Program Intake Application Specialist (IAS) is responsible for greeting the migrant families who will receive case managements services from the Southern Border Asylum Program (SBAP) offered by Instituto del Progreso Latino. The IAS will support the SBA Program case managers in the completion of the intake applications and the processing and recording of the information collected onto the Salesforce and other internal data tracking systems. The AIS is also responsible for coordinating the scheduling of appointments for the migrants to meet with case managers to receive services. The IAS will serve as the first point of contact between the migrant families and the case managers.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Greet the migrant families when they come to seek services.
- Provide a detailed explanation of the services Instituto will provide to them.
- Provide Needs Assessment Intake forms to the migrants.
- Assist in the completion of intake forms, if needed.
- Collect all intake forms ensuring a thorough completion, including signatures and dates.
- Collect all legal documents from migrants to make copies and open up individual files.
- Record all data collected in the intake forms onto Salesforce and other data tracking systems.
- Create individuals’ files for all migrant individuals assisted, and maintain a well-organized filing system.
- Maintain participants information under the highest levels of confidentiality.
- Maintain an updated date tracking spread sheet with all needed program information for grant reporting purposes.
- Collect weekly appointments data to share it with the SBA program manager to generate activities reports.
- Answer telephone calls and emails from families in a promptly, efficient, professional, and courteous manner.
- Screen phone calls and in-person visits to ensure the families are seen by the case managers by appointment only, or as needed, or a case-by-case.
- Write down detailed messages, ensuring the information contained is noted with accuracy and delivered in a promptly manner.
- Ensure all program participants questions are courteously and accurately answered.
- Schedule applicants’ appointments in an efficient and timely manner.
- Support the case managers in communicating with IDHS or other local organizations to obtain information for the migrant families or to help them schedule appointments.
- Maintain the funder’s and the organization’s databases updated at all times.
- Complete all data entry, filing, photocopying, faxing, preparation and sending of mailings, and any other assigned clerical duties on a timely and accurate manner.
- Ensure to complete all periodic internal and external reports accurately and on a timely manner.
- Maintain the reception and office areas neatly and well organized at all times.
- Obtain updated weekly urgent care item needs lists from case managers and share it with the SBA Program Manager to ensure the items are delivered to the families on a timely manner.
- Maintain the urgent care items needs spread sheet updated on a daily basis.
- Support the SBA Program team in the planning, coordination, and execution of workshops for the migrant families.
- Alternate work site locations between Instituto and the shelter where Instituto provides case management services.
- Participate in recruitment outreach activities and other funders events after regular business hours, during weekends, and as needed.
- May conduct Career Pathways Program orientations as needed.
- Participate in recruitment and outreach activities and events after regular business hours, during weekends, and as needed depending on the increasing needs of the department.
- Attend meetings, conferences, and professional development events after regular business hours.
- Participate in other duties as assigned by supervisor.
QUALIFICATIONS, EXPERIENCE & EDUCATION
- 1-2 years of experience providing intake or administrative assistant services.
- Must be bilingual, with the ability to fluently communicate in Spanish and English to provide interpretation and translation services to the migrant families.
- Ability to maintain a high sense of confidentiality.
- Cultural sensitivity and proven ability to work with a wide variety of people from different backgrounds.
- Ability to work collaboratively in a team-oriented environment.
- Exceptional multitasking skills and ability to work under pressure.
- Maintain a very positive, friendly, and collegial attitude at all times, especially when dealing with the program participants.
- Proven ability to work well individually and independently without minimal supervision.
- Exceptional organization and time management skills.
- Excellent oral and written communication skills.
- Be dependable and highly punctual.
- Strong project management skills, attention to detail and effective management of multiple projects at one time.
- Ability to adhere to deadlines, react to unpredictable events quickly and efficiently, be resourceful, and manage conflict and challenges with high level of professionalism.
- Strong computer skills in Microsoft Office, Word, Excel, PowerPoint, and the Internet.
While we desire for this job description to be comprehensive, all aspects of the position may be amended at any time at the discretion of Instituto including job duties, work location and/or work schedule.
The above is intended to describe the general conditions of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.
PHYSICAL DEMANDS
The nature of this work requires the ability to operate standard business office equipment, the ability to communicate and exchange information, collect, compile and prepare work documents, and set-up and maintain work files.
WORKING CONDITIONS
The majority of work performed in a general office environment. This position requires the availability to work for extended and non-traditional hours required to perform job duties. It also requires participation and attendance to organization sponsored events and meetings.
Instituto del Progreso Latino is an Equal Opportunity Employer
