TITLE: TEMPORARY Intake Specialist
TEAM: Weatherization
RESPONSIBLE TO: PROGRAM MANAGER
GENERAL SUMMARY:
The Intake Specialist provides customer service and office support for any programs administered through the Weatherization Department, and for the Weatherization Department in general. These programs may include, but are not limited to, the Weatherization Assistance Program, DTE Energy Efficiency program, Community Development Block Grants, and/or other programs for which the Weatherization Department has received direct funding or indirect funding through an agency or community partner. This is a temporary in-office position that is expected to last through August 2026.
Office duties include general reception/clerical functions, including but not limited to typing, filing, copying, scheduling, telephone messages, preparing purchase orders and vouchers, creating reports, creating, and maintaining electronic and paper records/files, and receiving clients, guests, and visitors in a professional manner.
The Intake Specialist tasks include keeping informed of and ensuring that all duties are performed in accordance with the Federal/State regulations applicable to each program, providing client education, interviewing clients to gather necessary information, collecting and analyzing all documentation required from clients and/or contractors, determining client eligibility, and monitoring the progress of applications/jobs.
PRINCIPAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
Performs screening, interview assessments, and initial eligibility determinations for access to services provided by the Weatherization program. This includes completion of all required forms with routing specified, as well as ensuring hard-copy documentation of all areas required by the funding source (s).
Explains all available Weatherization services (to our clients/customers) and required steps. Will share resources on other DCC programs and partner services as appropriate. This includes explaining all paperwork, processes, and procedures.
Prepares all necessary information for files as required by the Federal and/or State programs. Responsibilities include entering all necessary data into the computer for customer tracking and management reports. Intake Specialist must be organized, accurate and maintain files/records in a secure and confidential manner. Will provide updates on the planned services, timing and help clients understand what to expect. Must learn and operate all new applicable software programs.
Conducts orientations and answers inquiries from the public concerning requirements for entry into the program.
Performs administrative support functions, including typing, filing, copying, telephone messages, and the preparation of reports, purchase orders and vouchers.
Assists all customers/clients with the completion of their applications and other Weatherization paperwork.
Receives clients, guests, and visitors in a professional manner, answers questions, provides program information, and provides referrals where appropriate.
Reviews all forms and invoices related to contractor invoices for pre/post-inspections for accuracy and processes them for approval.
May cross trains other staff on procedures, i.e., new Customer Advocates. Responsible for assisting, as needed, in answering telephones, greeting customers, and providing direction for completion of DCC Weatherization forms.
Responsible for working on additional special Weatherization projects, as needed.
Liaison for Community and Agency Partners in day-to-day operations for customer and office procedures.
Responsible for obtaining all necessary completed paperwork as required by associated funding sources.
If background checks are required (for example, vendors), assists in required process.
Ensures DCC Fiscal Department has all vital documents required. Follows procedure to maintain all customer/client and contractor files. If required, confirms that Fiscal Procurement Coordinator has processed all debarments for contractors, and that corresponding documents are on file in the Fiscal Department.
Assists in producing information/documentation, and answering questions regarding processes, as requested by monitors/auditors.
Will conduct community outreach as needed. Promotes Weatherization services with partner agencies, partners and at special events. Able to communicate professionally and with ease when explaining our process, eligibity and available services.
EDUCATIONAL AND EXPERIENTIAL REQUIREMENTS:
Two (2) years of college and three (3) years of office experience is preferred. Additional years of experience can substitute for college education at a ratio of two (2) years’ experience for one (1) year of college beyond a minimum of a High School graduate. Good mathematics, organization, and communication skills are required.
