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SalaryIntake 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.
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.
BASIC FUNCTION
The Intake Specialist is responsible for greeting visitors and callers, handling their needs expeditiously, and performing intake functions. The Intake Specialist is responsible for processing applicants, conducting an initial suitability assessment, and for recording data entry in all data tracking systems used in the Career Pathways Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The Intake Specialist is responsible for greeting visitors and callers, handling their needs expeditiously, and performing intake functions. The Intake Specialist is responsible for processing applicants, conducting an initial suitability assessment, and for recording data entry in all data tracking systems used in the Career Pathways Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Answer telephone calls promptly, with a highly professional and courteous manner.
- Screen departments phone calls and transfer them to the appropriate staff member, or to other programs at Instituto.
- Take detailed messages, ensuring the information contained is noted with accuracy and delivered in a promptly manner.
- Greet visitors with high level of courtesy and respect.
- Provide program information, applications, and other materials according to customer needs and program of interest.
- Ensure all program applicants questions are courteously and accurately answered.
- Schedule applicants’ appointments in an efficient and timely manner.
- Proctor and grade the screening Test of Adult Basic Education (TABE Test) to all new applicants on a weekly basis.
- Register all eligible program applicants into Instituto’s data tracking system, Salesforce as well as other data tracking systems required by the programs funders.
- Maintain the department’s databases, including all information on enrolled participants, updated at all times, ensuring the data recorded is captured accurately.
- Complete all data entry, filing, photocopying, faxing, preparation and sending of mailings, and any other assigned clerical duties on a timely and accurate manner.
- Complete and maintain all forms and other necessary documentation required by Career Pathways and Instituto accurately and timely.
- Complete all periodic internal and external reports accurately and on timely manner.
- Complete all program participants paper files and ensure they are organized and well maintained at all times.
- Maintain the reception and office areas neatly and well organized at all times.
- Work in the office or in a remote setting as needed and authorized by the program coordinator.
- Assist with outreach and recruitment activities during after work or weekend hours as needed.
- Perform other duties as assigned by the program coordinator or Dean of Career Pathways.
QUALIFICATIONS, EXPERIENCE & EDUCATION
- 2-3 years of experience in an administrative or receptionist role.
- Ability to maintain a high sense of confidentiality.
- Culturally sensitivity and proven ability to work with a wide variety of people from all cultural backgrounds.
- Team player and willing to take on multiple tasks at once.
- Proven ability and work ethic to work well individually and without minimal supervision.
- Exceptional organization and time management skills.
- Excellent customer service attitude.
- Excellent oral and written communication skills.
- Bilingual English/Spanish preferred.
- Strong telephone skills and ability to maintain composure under pressure.
- Highly dependable and 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, manage conflict and challenges.
- Able to work evenings or weekends as needed.
- Strong computer skills in Microsoft Office, Word, Excel, PowerPoint, and the Internet.
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
Nature of work requires an ability to operate standard business office equipment. Requires ability to communicate and exchange information, collect, compile and prepare work documents, as well as set-up and maintain work files.
WORKING CONDITIONS
Majority of work performed in a general office environment. Position requires availability for extended hours plus non-traditional hours may be required to perform job duties. Also requires participation and attendance at organization sponsored events and meetings.
Instituto del Progresso Latino is an Equal Opportunity Employer
