Intake Specialist Job Descriptions, Average Salary, Interview Questions

What Does an Intake Specialist Do?

An intake specialist is the first person to greet customers or patients, directing them where they need to go. It is important for intake specialists to have strong communication and organizational skills to succeed in this position.

Intake specialists are usually found working in health clinics, legal offices, and social services agencies. They are primarily responsible for taking care of administrative duties for their organization. This includes checking patients in, obtaining their personal history and emergency contact information, coordinating schedules, and processing paperwork.

This job opportunity is the perfect entry-level administrative job. Intake specialists will expand their skills and experience by supporting customers and performing simple bookkeeping tasks. Creating a friendly environment for staff and employees will help intake specialists to advance into other administrative positions, such as administrative coordinators or managers.

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National Average Salary

Intake specialist salaries vary by experience, industry, organization size, and geography. To explore salary ranges by local market, please visit our sister site zengig.com.

The average U.S. salary for an Intake Specialist is:

$43,800

Intake Specialist Job Descriptions

Example 1

As the Intake Specialist, you are the first point of contact for potential clients who are seeking Social Security Disability (SSD) and/or Social Security Income (SSI) assistance. In a call center environment, you will guide potential clients through a screening process (triage) to determine eligibility for SSD/SSI and if eligible, invite them to become a client. You will assist clients in the completion of initial applications as well as addendums and updates for submission to the Social Security Administration.

In this role you will:

  • Build the initial client relationship and confidence in our firm with every prospective client interaction
  • Take 150 – 200 calls per day in a professional inbound/outbound call center environment
  • Sign up 4 new cases per day to the firm
  • Be expected to meet occupancy and adherence goals
  • Be expected to maintain a minimum call quality score of 90%
  • Consistently build the client relationship and confidence in our firm with every client interaction while proactively contacting clients to ensure the relationship is maintained
  • Solve problems and maintain confidentiality
  • Keep updated records and detailed documentation of client interactions, concerns, and complaints in a paperless database system
  • Use good judgment to discern what issues may be urgent and need a manager’s or director’s attention immediately

To be successful as an intake specialist you will need:

  • High School Diploma; Degree preferred; or equivalent combination
  • Call center and customer service experience
  • Strong people skills
  • Excellent telephone, communication, and active listening skills
  • Ability to meet performance standards whether in the office or working remotely from home
  • Knowledge of computer technology and the Internet (MS Office, Outlook). Including the ability to learn new programs easily
  • Minimum 40 WPM typing speed
  • Multitasking skills and the ability to work well under pressure
  • Detail oriented
  • Excellent spelling and grammar
  • Problem analysis and problem-solving
  • Self-motivated, self-disciplined, and able to work with little supervision
  • Reliability and dependability
  • Ability to work in a fast-paced environment
  • Ability to work in a confidential environment always maintaining client confidentiality
  • Has a professional manner and high energy level, exhibits a positive attitude
  • Strong organizational skills
  • Good time management skills
  • Accepts new ideas and challenges and is highly motivated
  • Ability to work well with others as a team
  • Ability to work remotely from home as needed per business needs (see remote requirements)
  • Sales experience a plus
  • Fluent Spanish is a plus

Example 2

ABC Company is hiring a full-time Intake Specialist. Duties and responsibilities include performing telephone and walk-in intakes with prospective clients, attending staff meetings, preparing correspondence, and providing backup support to our administrative staff and other projects on behalf of the agency.

The successful candidate should have strong written and oral communication skills and be able to establish and maintain effective professional relations with clients, co-workers, and other agencies. This position requires a mature, flexible individual who can work as a member of our administrative team. Good computer skills are important. The successful applicant should be organized, outgoing and comfortable working with the public.

  • Provides general/routine administrative and office support that includes a broad range of duties
  • Focuses on completing work effectively, efficiently, and in a timely fashion
  • Understands how the assigned and/or routine tasks integrate with others in the team
  • Impacts the efficiency and accuracy of own work and begins to impact the work of others
  • Uses existing procedures to solve straightforward problems and perform tasks/activities.

Minimum qualifications

  • A high school diploma or equivalent and at least 6 months of experience from which comparable knowledge and skills can be acquired are necessary.

Other information

  • Applicants must be authorized to work in the United States.

Example 3

The Intake Specialist is a developing professional role that integrates in-depth specialty knowledge with a solid understanding of industry standards and practices; demonstrates a good understanding of how the team and area integrate with others in accomplishing the objectives of the sub-function/job family. Applies analytical thinking and knowledge of data analysis tools and methodologies. Breaks down information in a systematic and communicable manner. Developed communication and diplomacy skills are required in order to exchange potentially complex/sensitive information. Moderate but direct impact through close contact with the business’s core activities. Quality and timeliness of service provided will affect the effectiveness of own team and other closely related teams.

Responsibilities:

  • Responsible for supporting teams with compliance and control; partners with operations, risk, compliance, legal, and other entities to ensure the accuracy and validity of published procedures
  • Drafts communications, including content for alerts, emails, collaborations, newsletters, etc. ensuring that training and communications are meaningful and easy to understand.
  • Documents policy and procedure within regulatory requirements in addition to Information Security policies and procedures
  • Works with businesses to coordinate deliverables required for internal and external audits
  • Updates project tasks regularly and accurately
  • Prioritizes and completes deliverables timely
  • Facilitates conference calls
  • Appropriately assess risk when business decisions are made, demonstrating particular consideration for the firm’s reputation and safeguarding ABC Company, its clients, and assets, by driving compliance with applicable laws, rules, and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.

Qualifications:

  • 2-5 years of relevant experience

Education:

  • Bachelor’s/University degree or equivalent experience

How to Hire an Intake Specialist

When hiring an intake specialist, first consider the following:

  • Recruiting: Do you have the knowledge, tools, and resources to attract and screen candidates?
  • Complexity: Do you need a senior professional, or will mid or junior-level skills and experience suffice?
  • Duration: Is this a one-time project or an ongoing need?
  • Management: Do you have the time and expertise to direct the work effectively?
  • Urgency: How soon does the work need to be completed?
  • Headcount: Do you have the budget and approval for an internal employee, or should you consider alternate options?

Answering these questions will help determine the best course of action for your current hiring need. Fortunately, great options exist for every scenario. These are our recommendations:

1. Use 4 Corner Resources (or another professional recruiting firm)

The heavy lifting is done for you when working with a top-tier staffing company like 4 Corner Resources. We source, screen, recruit, and deliver only the most qualified candidate(s), saving you significant time and effort throughout the hiring process while you remain focused on your core business. Understanding your needs and ensuring the right candidate for the position is the key to our success.

This is the best route to take when:

  • You need to fill the position quickly
  • You want access to a vast talent pool of high-quality, prescreened candidates
  • Your position is suited for temporary hiring services, contract staffing, or contract-to-hire recruiting, and you intend to direct the work activity.
  • You are hiring an employee as a direct placement but aren’t able to recruit effectively or efficiently with your internal staff. 
  • You aren’t familiar with current salary rates, market trends, and available skill sets
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2. Advertise your opening on a top job board

Your best option may be to advertise your opening on a proven job board. There are many widely used job sites out there that draw visits from qualified candidates. If you have someone internally who can dedicate the time and energy to sort through applications and screen individuals effectively, this can be a great choice. 

We recommend using a job board when:

  • Your internal recruiting team has the knowledge and experience to assess candidate qualifications
  • You are hiring a direct employee and have time to manage the entire recruiting effort 
  • You have a process for receiving, screening, and tracking all resumes and applications
  • You are prepared to respond to all applicants

There are many career sites out there. Here are the two we recommend for an intake specialist opening:

CareerBuilder

CareerBuilder has been a trusted source for hiring since 1995. Reach 80+ million unique, diverse U.S. job seekers annually by posting your jobs through their talent acquisition channels. Through CareerBuilder, you can engage candidates and drive them into your sourcing pipeline. We recommend using CareerBuilder for hiring when you have the internal resources and processes to review, screen, and reply to all applicants.

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LinkedIn

LinkedIn is a social network for job seekers, professionals, and businesses. With this popular job site, you can enhance your brand and advertise your open position to a wide audience of motivated, qualified candidates. Job postings on LinkedIn are also extremely streamlined and user-friendly, making it even easier for candidates to apply. Additionally, applicants can use their LinkedIn profile instead of a resume to expedite the process. 

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3. Leverage your internal resources

You can utilize your own website, social media, and employees to assist in your search for top candidates. 

A company website posting should be the first step in notifying prospective candidates that you are hiring. Social media can also be a powerful tool for spreading the word about your new opening. As far as exposure is concerned, this option can be as good as some job boards when you have a large enough following across various platforms, like LinkedIn, Instagram, Facebook, TikTok, and Twitter.

Current employees are every organization’s greatest asset. Encourage your internal team to promote job openings to their network by offering cash and other incentives.

We recommend these options when:

  • Your brand has great name recognition
  • You can consistently monitor and respond to candidate activity through your website and social media accounts
  • You have a process in place to quickly and broadly communicate job openings and requirements
  • You have an effective employee referral program in place

If you aren’t sure which path is best, schedule a discovery call today with our seasoned recruiting professionals. The 4 Corner team is on standby to help you find the best option for your unique hiring need.

Sample Interview Questions

  • Has there ever been a time when you had to deal with a difficult person that gave you a hard time? How did you handle that situation?
  • How do you determine what work to prioritize? 
  • What made you enter this line of work?
  • What would you say your weaknesses and strengths are?
  • What do you enjoy doing in your free time?
  • Can you tell us what you know about our company?
  • How did you hear about us?
  • If we had to relocate you, how open would you be to that location?
  • Would you say you are an optimistic person?
  • What skills do you have that would be beneficial for this position?
  • What would you say is key when communicating with the public?
  • What do you do to ensure that everyone is compliant with the regulations, and laws? 
  • What is the role of an intake specialist?
  • Can you tell me about your daily routine as an intake specialist?
  • How do you keep motivated?
  • Has there ever been a time you had to tell someone bad news? What was your approach to that?
  • Why did you decide to leave your last job?
  • Can you tell us about your greatest achievement?
  • Do you have any certificates applicable to this job?
  • Do you work well under stress?

Need help hiring an Intake Specialist?

We match top professionals with great employers across the country. From filling urgent job openings to developing long-term hiring strategies, our team is here to help. Review our staffing solutions, browse our award-winning Staffing Corner blog, or call today. We look forward to connecting with you soon.

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