YSP Intake Coordinator (Closes 11/2/26)

The Intake Coordinator, under the supervision of the Office Manager, manages the case assignment process for the YSP Unit, supports recruitment, referrals, screening and onboarding of new staff, and assists with many administrative duties. Incumbent must possess the ability to serve in a variety of administrative capacities and participate in achieving the goals and objectives of the team by assisting the Office Manager and staff to maintain an organized and functional unit. The Intake Specialist needs to be able to contribute to a strength- based environment and respectfully interact with young adults, colleagues, community members, various stakeholders, youth and their family members.

If hired for this position, you would be an employee of our partner agency, Community Family Advocates working onsite at Allegheny County DHS.

Essential Duties and Responsibilities

o Oversees case assignment process for the YSP Unit:
o Monitors case availability of YSPs. Collaborates with Supervisor/Coaches and Senior Program Manager
o Monitors referrals in Synergy-YSP. Resolves IT issues with Synergy IT support staff.
o Manages the waitlist. Collaborates to offer enrichment opportunities to youth
o Communicate with referral source
o Identifies youth needs that are relevant to case assignment
o Sends referrals to supervisors with vacancies on their team
o Overseas overall case flow and tracking for all youth referred to the YSP unit, from initial referral to closure with YSP Unit, and any follow up tracking as needed
o Provides reports to YSP Management team
o Makes recommendations and implements solutions to ensure case assignment process is operating as efficiently as possible
o Supports recruitment, screening and onboarding of new staff:
o Works with the YSP Hiring Team to screen candidates
o Assists with pre-screening for interview candidates
o Provides logistical support for recruitment efforts managed by HR Generalist and other
Managers
o Completes onboarding for new staff within the IT system. May be asked to assist with orientation of new staff and prepare binders
o Point person for attending recruitment opportunities, job fairs
o Provides administrative support to the Youth Support Partner Unit, under the Office Manager’s direction, leading on the following:
o Maintains a professional atmosphere by providing consistent office coverage and confidentiality
of all personnel matters within the unit
o Provides administrative support on various day-to-day and long-term projects, as needed
o Serves as a lead for using and pulling data from multiple databases and online survey systems for several grants, projects and programs
o Helps to prepare reports for funders and administrators
o Provides support around Synergy and other databases. Assists with maintaining tracking charts,
client database, excel spreadsheets, files and other documents to support the Unit
o Attend weekly meetings and come prepared with correspondence for meetings, takes notes, etc.
o Maintains org chart, phone/email contact lists and ensures distribution of information in a timely manner

• Completes administrative work as needed on the following tasks:
o Orders Ubers for weekly youth meetings/events
o Manages and coordinates several central Office Outlook calendars; receives, follows on and confirms multiple meeting requests per day, in a timely manner.
o Sets up/cleaning up conference rooms and other common areas, as needed
o Maintains supply stock, cleanliness, and organization of conference rooms, kitchens and other common office locations, as needed
o Prepares materials to support training and meetings led by Management Staff, types up agendas, takes minutes and distributes materials as requested
o Assists YSPs with concrete goods and gift cards
o Prepares emails, letters and memos on routine office matters; types and proofreads correspondence
o Checks and delivers USPS mail once a week. Receives, logs, sorts and distributes mail/correspondence to staff; prepares outgoing mail
o Collaborate with staff to organize office celebrations, other special activities, unit community service and other events. (ex. securing venues, ordering food, setting-up/cleaning-up)
o Serves as a backup to the Office Manager in the following ways:
o Learns and can complete the Purchase Approval Report
o Can approve weekly Youth Event food orders through DoorDash
o Assist with conference plans, travel arrangements, bookings, etc.
o Be second in command at Youth Events. Planning, creating, setting up, breaking down
o Have knowledge of the supply order process, be ready to fill in as needed
o Be second in command of any building-related needs (doors, bathrooms, break rooms, etc.)

Supervisory Responsibilities
This job has no supervisory responsibilities.

Additional Responsibilities
From time to time, the employee will be required to perform additional tasks and duties as required by the employer.

Knowledge, Skills and Abilities
o Creative thinker, detail-oriented and motivated to work hard.
o Flexible to adapt to the changing needs within the unit.
o Excellent communication skills, both oral and written, with the ability to maintain confidentiality
with sensitive information.
o Ability to maintain professionalism in interacting with a diverse population including youth, family members, professionals and staff.
o Good organizational skills with strong attention to detail.
o Solid telephone and interpersonal skills.
o Strong computer skills and knowledge of Word, Excel, Outlook and PowerPoint; database
experience is preferred; conversant in Internet and email usage.
o Ability to follow directions to complete tasks and meet deadlines and schedules, in timely
manner; comfortable asking questions if unsure.
o Willing and able to become knowledgeable of company and county protocols, services and programs.
o Ability to multi-task and function with flexibility throughout the course of the workday.
o Self-starter, with the ability to work independently to initiate tasks that need to be completed
for the unit(s) without needing specific and defined details outside the framework already defined.
o Knowledge and understanding that a strength-based approach to working with individuals is a key strategy for helping them to be successful in the workplace.
o Ability to work completely without supervision at times; trustworthy

o Assist office manager with running and posting to social media platforms.
o Knowledge of Canva is a bonus.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed above are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions, consistent with applicable law.

Education/Experience Requirements

Associates degree or higher in psychology, sociology or human services field

-AND-

At least 1 year of previous work experience in the human services field and/or experience working in an office environment.

-OR-
Any equivalent combination of education and experience that meets the required knowledge, skills and abilities.

Certificates, Licenses, Registrations

Act 33, 34 and FBI clearances

driver's license & car insurance

Why DHS?

DHS is diverse, but we strive to be even more inclusive. This includes equity in hiring and advancement, as well as in unleashing the creativity and ideas of staff at every level of DHS.   It has strong, assertive leaders. We do not hire yes-people.

You can make a big impact here. We stand out as one of the best human services organizations in the country. But we need problem-solvers, innovators, and terrific leaders to make sure we are smart in how we use our funding so that we reach the people who most need our help to make their lives better.

“DHS strives to be the kind of place where a diverse mix of talented people want to come to grow and do their best work.”

-From the organization’s statement on Equity and Inclusion

AN EQUAL OPPORTUNITY EMPLOYER -M/F/V/D