Counseling | Receptionist/Intake Specialist

Catholic Charities is looking for the right people; people who wish to serve their community as a part of a family friendly organization doing good within the Houston-Galveston area. We attract and retain the best talent by investing in our employees. People of all faiths helping people in need.

Intake Specialist is responsible for providing the Counseling Services Program with administrative support in a number of key areas; including handling intake calls, scheduling client appointments, calling referrals, assisting walk-in clients, making reminder calls, making appropriate referrals to community resources as needed, data entry, and various other administrative functions. Also provides direct support to the program's Program Director, Office Manager and Administrative Assistant.

What you Deliver

• Greet clients and visitors warmly, ensuring they feel welcomed and supported upon arrival. Answer and direct incoming calls, including handling inquiries, providing information, and routing calls to appropriate staff. Assist clients who walk in without appointments, providing guidance and support in accessing services or scheduling future appointments. Maintain a clean and organized front desk area and waiting room, ensuring that materials are up to date and accessible.

• Performs intake functions, including answering Counseling Intake line, processing requests (phone and online portal) for counseling services in a timely manner, attending to walk-in clients, contacting referrals, scheduling new and ongoing client appointments, collecting client fees, making appropriate referrals to community resources as needed, and facilitating the completion of admissions documents.

• Conduct initial intake calls with prospective clients, gathering essential information, explaining available services, and assessing eligibility. Coordinate and manage the scheduling of client appointments, ensuring that the calendar is optimized and clients are matched with appropriate counselors. Accurately enter client information into the system during intake calls and maintain updated records for all client interactions.

• Assist in preparing, organizing, and filing client documentation, including consent forms, case notes, and other required paperwork.

• Handles data entry, including the entering of intake forms, outcome measures, and other program specific program forms. Creates client charts, assist with filing, and retrieving clients records as requested. Processes mail, faxes, and photocopies for the program; Prepares packets for new clients; Stocks forms and supplies in the workroom.

• Work closely with clinicians to ensure that all necessary information is available prior to sessions and that follow-up tasks are completed promptly.

• Serve as the liaison between clients and counselors, ensuring clear and timely communication regarding appointments, changes, and other relevant information.

• Monitor and maintain office supplies, ensuring that necessary materials are available for both administrative and clinical staff. Maintain cash drawer, and close out and deposit cash daily and record of payments received.

• Performs other duties as assigned.
                       

   

The Expertise We're Looking For

• High School Diploma or G.E.D.
• Bilingual in Spanish in English.

The Skills and Assets You Bring, and More

• Strong verbal and written communication skills, as well as excellent listening skills in both English and Spanish.

• Demonstrates organizational and time management skills.

• Demonstrates ability to handle high volume intake line, triaging and responding to requests and scheduling client appointment in a timely manner.

• Knowledge and experience of Trauma Informed Practices in interaction with clients. Preferred

• Demonstrates positive attitude and strong interpersonal skills while interacting with staff, clients, volunteers, vendors, and supervisors.

• Demonstrated history of providing professional customer service

• Working knowledge of Microsoft Wo