Intake SpecialistJob Description, Salary, Career Path, and Trends

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 organization 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 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 an administrative coordinators or managers.

Sample job description #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 office or working remotely from home
  • Knowledge in 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, able to work with little supervision
  • Reliability and dependability
  • Ability to work in fast paced environment
  • Ability to work in a confidential environment always maintaining client confidentiality
  • Has 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

Sample job description #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, providing back-up 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

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

Other information

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

Sample job description #3

The Intake Specialist is a developing professional role which integrates in-depth specialty knowledge with a solid understanding of industry standards and practices; demonstrates 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 businesses’ 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 accuracy and validity of published procedures
  • Drafts communications, including content for alerts, emails, collaborate, newsletters, etc. ensuring that trainings 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

Average salary and compensation

The average salary for an intake specialist is $43,750 in the United States. Position salary will vary based on experience, education, company size, industry, and market.

LocationSalary LowSalary High
Phoenix, Arizona$43,500$58,900
Los Angeles, California$49,100$66,400
Denver, Colorado$40,900$55,350
Washington, DC$49,850$67,400
Miami, Florida$40,700$55,100
Orlando, Florida$37,550$50,800
Tampa, Florida$37,950$51,300
Atlanta, Georgia$39,800$53,850
Chicago, Illinois$45,750$61,900
Boston, Massachusetts$49,450$66,900
Minneapolis-St. Paul, Minnesota$39,400$53,350
New York City, New York$52,050$70,450
Philadelphia, Pennsylvania$42,400$57,350
Dallas, Texas$41,300$55,850
Houston, Texas$40,900$55,350
Seattle, Washington$47,600$64,400
National Average$37,200$50,300

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 at 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 on 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?

Intake Specialist Jobs in Ashburn

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