Intake Specialist

Job Description

Job Description

Reports to: Program Manager
Location: Chicago, IL (On-site, with some travel between LIW locations)

Organizational Overview:

Life Is Work is a trans-led, Black- and Brown-centered nonprofit organization dedicated to uplifting the TLGBQ+ community through direct services, health and housing access, and workforce empowerment. Our programs are rooted in healing, justice, and harm reduction, and we prioritize those most impacted by systemic barriers including racism, transphobia, housing insecurity, incarceration, and HIV stigma.

Position Summary:

The Intake Specialist, is the first point of contact for community members seeking services through Life Is Work's housing , prevention, wellness, and workforce development programs. This role is critical to building trust, ensuring access to care, and creating a welcoming, affirming environment. The Intake Coordinator is responsible for managing client intake appointments, conducting initial screenings, entering data into internal and external systems, and supporting smooth referrals within Life Is Work’s continuum of care.

Key Responsibilities:

Client Engagement & Intake Process

● Welcome walk-in clients and scheduled participants into a supportive, trauma-informed environment.

● Conduct initial needs assessments and eligibility screenings for programs including housing, HIV prevention, wellness drop-in, and reentry support.

● Complete intake documentation, obtain signed consents, and collect necessary verifications (ID, proof of income, insurance, etc.).

● Explain program expectations, rights, and services with cultural humility and accessibility in mind.

● Ensure warm hand-offs to case managers or relevant program staff.

Data Entry & Reporting

● Enter and maintain accurate participant records in HMIS and internal tracking systems.

● Track referral outcomes and follow up on incomplete intakes or missing documentation.

● Prepare intake reports and weekly summaries for the Program Manager and Director.

Systems Navigation & Referrals

● Assist clients with completing applications for public benefits, housing assistance, medical coverage, and other supportive services.

● Provide information and referrals to external service providers for needs such as shelter access, food support, legal aid, or medical care.

● Maintain updated referral resource lists and collaborate with partner agencies.

Office & Frontline Support

● Serve as administrative support for client-facing services including appointment scheduling, phone and email communication, and reception duties.

● Monitor and maintain intake files, program supplies, and front office organization.

● Support intake procedures during drop-in hours, pop-up events, and outreach programming.
Qualifications:

● 2+ years of experience in direct service, case management, outreach, or intake coordination in a nonprofit, clinic, shelter, or social service setting.

● Experience working with TLGBQ+ individuals, people living with HIV, justice-involved populations, or those experiencing housing insecurity is strongly preferred.

● Knowledge of trauma-informed care, harm reduction, and racial/gender equity frameworks.

● Familiarity with HMIS or other electronic case management platforms is a plus.

● Excellent interpersonal, organizational, and time-management skills.

● Bilingual (Spanish/English) preferred.

● Lived experience is valued and encouraged in this role.

Work Environment:

● This position is primarily on-site at one of our program locations.

● May include occasional travel across program sites on the West and South Sides of Chicago.

● Schedules may include early evenings or weekend availability for community events or extended drop-in services.