Intake & Referral Specialist; Bilingual - Spanish

Who We Are

Hively’s mission is to build meaningful connections with families and communities, ensuring access to resources every child in Alameda County needs to thrive. Our vision is to transform the lives of children and families to benefit all communities and ensure a promising future for generations to come. We believe that through subsidized child care, mental health support, and community services centered in families of all types and backgrounds, we can profoundly impact the communities we serve.

Our Team at Hively is a passionate and diverse group of individuals from a wide range of different lived experiences, backgrounds and professional expertise. We strive every day to create an environment for families and staff that is inclusive and welcoming of different experiences and perspectives. We prioritize learning, listening, and growing together and to foster a culture of respect.

Reporting to the Program Manager, the Intake and Referral Specialist will play a key role  Intake and Enrollment Specialist is an organized, detail-oriented, team-oriented, customer-focused individual who will be the front-desk initial point of contact for clients with the Family Support Specialists. As an integral member of the Alternative Programs team, the Intake and Enrollment Specialist will be responsible for managing the flow of client requests, parent resources, and child care referrals.

They are also responsible for making appropriate referrals to internal and external agencies.

• Determine eligibility needs, maintain, collect documentation, and distribute from the waitlist for enrollment to Family Support Specialists
• Assist with receptionist duties and provide clients with community contact information for other services
• Input and maintain accurate information in appropriate databases (CC4, Care Wait, and Notion) paper files, or electronic files. Create or modify various documents, reports, and schedule appointments using Google or any other software as requested.
• Compile, reconcile, validate, and produce program data reports for daily, weekly, monthly, quarterly, and/or special assignments as needed. Accurately capture service records and financial transactions as assigned
• Maintain required confidential participant records and Trust Line applications pursuant to department, agency, local, State and Federal requirements
• Maintain relationships with community agencies that refer clients to the program and contribute to the ongoing development of new referral sources. Create and maintain resources in Google Drive and Notion
• Conduct limited outreach services
• Monitor Care Wait and ensure all families are directed to the appropriate agency as needed, or assigned for enrollment if they correspond to Hively’s service area
• Establish initial electronic and physical files for those enrolled and facilitate a warm-handoff to Stage 2 agencies
• Apply proven conflict resolution and de-escalation skills to safely navigate challenging interactions, fostering trust and safety with vulnerable and high-needs populations
• Other duties as assigned, including front desk coverage support

• Experience in a human services agency or equivalent educational degree
• Bilingual in Spanish and English
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Experience using Microsoft Office software and Google Suite
• Knowledge of all aspects of business office procedures
• Ability to communicate effectively both orally and in writing
• Ability to develop and maintain good working relationships with diverse groups of people
• Basic math skills
• Strong organizational skills
• Ability to work a flexible schedule, including occasional evenings and weekends, to…