Coordinated Entry Specialist

By: |Published on: Mar 11, 2025|Categories: Homeless Solutions, Job Postings| 0 comments

This key role is full-time position and plays a crucial part in connecting individuals and families experiencing homelessness or housing instability with the services they need by utilizing a trauma-informed approach to engagement focused on creating safety and transparency.

As the first point of contact for participants reaching out to Welcome House, the Coordinated Entry (CE) Specialist ensures a welcoming, compassionate, and professional experience that reflects our core values: Compassion, Advocacy, Integrity, Quality, Leadership, and Community.

The CE Specialist will actively participate in CE community meetings to oversee and facilitate referrals to Welcome House’s rental assistance programs while maintaining accurate and up-to-date participant records in the Homeless Management Information System (HMIS). Responsibilities include logging calls, tracking referrals, and updating program outcomes to ensure compliance with agency and HUD guidelines.

This position is vital in ensuring participants receive prompt and effective support tailored to their unique needs.

 

PRINCIPAL DUTIES & RESPONSIBILITIES 

1.     Coordinated Entry Specialist

Answers all incoming calls with positivity and professionalism, assessing participants for housing needs, providing referral and support as needed.

·Responds to all missed calls and messages left in a timely manner to ensure participant satisfaction.

Enters data into the Homeless Management Information System Database (Vesta and Community Services) in real-time using standardized assessments and a set of intake questions.

Enters data manually into the HMIS (Community Services), when necessary.

Uploads homeless eligibility, chronic homelessness and disability verification to HMIS (Vesta and Community Services)

Review LPC lists monthly to ensure accuracy

Completes interims every 90 days

·Greets walk-in participants with professionalism and positivity, providing assessment to walk-ins as available.

·Ensures the confidentiality of all participants and/or employee-related information.

· Attempts to divert households seeking emergency shelter by exploring creative solutions to preserve limited shelter beds for those with no safe alternative.

· Engages people in trusting and supportive relationships, focusing on emotional support and target goals.

· Participants and helps organize the annual Point-In-Time Count.

  • 2.     Internal/External Collaboration:

Backup lunch coverage for the Front Desk Receptionists Attend all Local Prioritization Community (LPC) meeting and accepts referrals on behalf of the rental assistance programs with openings

Is a member of the Balance of State (BoS) Coordinated Entry Committee

·Contacts and maintains relationships with outside partner organizations.

· Collaborates and effectively communicates with all of Welcome House’s rental assistance program management and direct staff to ensure timely referrals

· Attends the monthly Safety Net Alliance Meetings to engage and collaborate with community partners and bring resources back to the agency and participants

· Recruit’s agencies to participant in coordinated entry

· Attend all mandatory agency meetings, training, team huddles, program team meetings, department meetings, and supervisions.

·Attends all mandatory HMIS and funder trainings.

·Represent the agency, Service Coordination team, or Director/Supervisor of West Regional Services at external meetings as needed.

· Maintain positive public relations and act as a liaison with other community services

3.      Reporting and Evaluation

 Stay knowledgeable of best practices, follow and sign off on Policy and Procedures, and maintain source material.

·Maintains understanding of grant funding and works within the structure of multiple funding types.

·Cooperates with, participates in, and supports adherence to all internal policies, procedures, and practices, ensuring compliance with regulatory requirements.

·Provides up-to-date LPC lists to the appropriate staff

·Provide data and outcomes to the Supervisor/Director of Homeless Solutions

Other duties as specified by the Supervisor/Director of Homeless Solutions.

 

 QUALIFICATIONS 

Must have valid Driver’s License and Proof of Insurance           

Education:

Bachelor’s Degree in a related field of Social Work, Human Services, Sociology, or Psychology preferred.

Experience:

  • Prior experience working with individuals and families experiencing homelessness preferred. Case management experience is a plus. Experience in homelessness, substance use, or mental health services is desired.

Skill Set:

  • Ability to maintain clear personal and professional boundaries with participants.
  • Strong communication, problem-solving, and conflict resolution skills.
  • Proficient computer skills, including data entry and software applications.
  • Ability to work effectively in changing and demanding environments.
  • Prior experience using the Homeless Management Information System (HMIS) is a plus.
  • Knowledge of community resources and the ability to navigate eligibility requirements.
  • Self-starter with the ability to work independently and prioritize tasks.
  • Proficient knowledge of Mental Health/Substance Abuse resources
  • Ability to collaborate both internally and externally
  • Proficient in problem solving techniques and have a high capacity to think critically
  • Proficient ability to communicate both verbally and in writing
  • Proficient ability in conflict management
  • Advanced to work independently as well as part of a team

Key Performance Indicators:

  • Accurate and timely data entry into HMIS (Vesta and Community Services).
  • Professional participant engagement, demonstrated by consistent communication and follow-up.
  • Compliance with policies, grant funding guidelines, and confidentiality standards.
  • Understands agency vision/mission and how to achieve agency goals
  • Understands culture of poverty and works effectively with participants
  • Proficient in case planning and engagement
  • Proficient in documentation
  • Proficient knowledge of Mental Health/Substance Abuse resources
  • Proficient in assessment
  • Accurate and timely data entry into HMIS.
  • Professional participant engagement, demonstrated by consistent communication and follow-up.
  • Compliance with policies, grant funding guidelines, and confidentiality standards

WORKING CONDITIONS: Working Hours/Environment

  • Monday-Friday 8:30 am to 5:00 pm
  • Office setting (3-floors) with moderate noise levels from computers, phones, and other office equipment.

Tools and Equipment Used

  • Photocopiers, scanners, desktop computers, phone systems, and office supplies

 Travel

Occasional travel may be required.

Physical and Mental Demands

  • Maintains physical, mental, and emotional well-being to ensure the healthy functioning of the program.
  • Light physical activity, including sitting, standing, walking, reaching, and use of hands for data entry.
  • Requires ability to maintain focus and respond effectively in high-stress or crisis situations.
  • Ability to remain alert and on duty throughout assigned shifts.
  • Work often done at off-site locations, including occasionally outdoors
  • Required to sit at a desk/workstation
  • Ability to work at a computer terminal for extended periods of time
  • Digital dexterity and hand/eye coordination in operation of office equipment
  • Ability to speak to and hear employees/participants via phone or in person
  • Body motor skills sufficient to enable incumbent to move between 3 floors
  • Additional Mental Requirements: compare, decide, direct, problem solve, analyze, instruct, interpret

Interested parties should submit a cover letter and resume via e-mail to: humanresources@welcomehouseky.org

Supervisor’s Acknowledgment: Date:
Employee’s Acknowledgment: Date:

 

This job description does not constitute a written or implied contract of employment.  This job description in not intended and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job.  Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.

 

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