INTAKE / ADMIN SPECIALIST
Job Description | Full-Time, Hourly
Reports To: Deputy Executive Director
FLSA Status: Non-Exempt
Workers' Comp Code: 8810 – Clerical Office Employees
Date Updated: July 29, 2026
General Job Description
The Intake/Admin Specialist manages the intake process for new clients, serving as the first point of contact for individuals and families seeking support and connecting them with appropriate programs and services. This role also provides administrative support to ensure efficient agency operations. The ideal candidate is compassionate, detail-oriented, and community-focused, with the ability to manage multiple priorities in a collaborative, fast-paced environment.
Primary Responsibilities
● Serve as the initial point of contact for prospective clients, families, and community partners — greeting walk-ins, answering phones, responding to emails, and providing a welcoming, professional experience.
● Schedule and conduct intake appointments, interviews, and assessments to determine eligibility, identify client needs, and gather required demographic and program information.
● Collect, maintain, and accurately enter confidential client records, forms, and documentation in electronic systems, in compliance with agency policy and federal, state, and local regulations.
● Provide accurate referrals and basic advocacy, helping clients understand available services, complete required forms, and navigate the intake process.
● Collaborate with advocacy and program staff to ensure smooth transitions, service coordination, and continuity of care for new clients.
● Track, compile, and report intake data, client demographics, and referral trends to support program evaluation and grant reporting.
● Support general office operations, including filing, scanning, copying, record retention, monitoring supplies, and maintaining an organized front office and intake area.
● Promote agency programs and represent the interests of individuals with developmental disabilities through community outreach, resource fairs, and educational activities.
● Attend staff meetings, trainings, and other meetings as directed to maintain current knowledge of agency services, community resources, and best practices.
● Communicate proactively with the Deputy Executive Director regarding potential or unresolved issues.
● Complete weekly time/leave sheets and support event coordination and planning.
● Perform other administrative, intake, and client support duties as assigned.
Required Qualifications
● Minimum 2 years of experience in customer service, client services, or a related field.
● Excellent verbal and written communication, interpersonal, and organizational skills.
● Ability to manage multiple projects and deadlines simultaneously.
● Proficient in Microsoft Office Suite and CRM systems.
● Demonstrated commitment to inclusion and advocacy for people with intellectual and developmental disabilities.
● Valid driver's license; must pass a full background check with a clear criminal record and child abuse history.
Preferred Qualifications
● Bachelor's degree in nonprofit management, social work, human services, or a related field
Compensation
$21.63 to $28.84 per hour, based on education and experience. Full-time.
Working Environment
This job operates in a clerical office setting and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The role involves prolonged periods of standing in a generally fast-paced environment.
Physical Demands
● Sitting for long periods of time; may spend significant time doing computer work.
● Good eyesight and hand/finger dexterity, including close vision, distance vision, color vision, and the ability to adjust focus.
● Ability to handle some mental stress when dealing with upset customers.
● Ability to constantly communicate with others to exchange information, in person or by phone.
● Constantly repeats motions that may include the wrists, hands, and/or fingers.
● Light work, including lifting and moving objects up to 20 pounds constantly.
● Occasionally ascends or descends ladders, stairs, step stools, etc.
● Occasionally works in noisy environments.
Equal Opportunity Employer
The Arc Mesa County does not discriminate based on race, age, color, religion, national origin, gender, disability, sexual orientation, political beliefs, or veteran status. Equal opportunity for employment is extended to all persons.
At-Will Employment Statement
This job description is not a contract of employment. Employment with The Arc Mesa County is at-will, meaning either the employee or the organization may terminate the employment relationship at any time, with or without cause or notice, consistent with applicable Colorado and federal law. This job description may be modified at the organization's discretion to reflect changes in duties, responsibilities, or business needs.
Pay: $24.67 - $28.84 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person
