Public Assistance Intake Specialist Trainee

Under close supervision, to receive classroom and on-the-job training in managing cases and/or tasks involving clients applying for and/or receiving assistance through one or more public assistance programs and private healthcare plans listed under the California Healthcare Exchange.
 

This is a trainee-level position within the Social Services Benefits Specialist series.  Successful candidates must satisfactorily complete six months of training, tentatively scheduled to begin in October 2026, before promoting to Social Services Benefits Specialist.  If training is not satisfactorily completed, the trainee will be released from County employment.  Absence during the six-month training will jeopardize the completion of the program, therefore, vacations will NOT be approved during the training period.

In addition to meeting the employment standards, a qualified candidate must possess bilingual proficiency in at least one of the following languages:

• Farsi
• Russian
• Mandarin, or
• Cantonese
   

To qualify for placement on our hiring list, applicants must demonstrate Level II proficiency by successfully passing a formal bilingual certification exam. This mandatory assessment evaluates your ability to fluently read, write, and speak in both English and your second language, and passing it is a required prerequisite prior to being hired into any bilingual position.

NOTE: Candidates who meet all required criteria will be invited to take an online written examination tentatively scheduled for September 20, 2026, through September 28, 2026 as well as a bilingual examination which will be scheduled at a later date.

Typical Tasks

The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level as assigned. Each individual in the classification does not necessarily perform all duties listed.
 

• Learns to analyze, evaluate, and verify financial, employment, personal, and social records, documents, and information to determine eligibility and benefit levels, verify applicable work requirements, and perform case maintenance for public assistance programs and follows County, Federal and State guidelines and timeframes to assist individuals by reviewing and informing clients of available private healthcare plans listed under the California Healthcare Exchange;
• Learns to review and comply with court orders and legal filings;
• Computes clients’ financial budgets and evaluates clients’ benefits using required data and case management systems; initiates and updates clients’ budget, records, and other documents subject to approval and authorization by the supervisor or trainer;
• Enters data and reviews and interprets information; learns to utilize all available Program and Policy documents to rectify inconsistencies and inaccuracies;
• Organizes workload so that necessary records and documents are processed and updated in accordance with departmental and program deadlines and regulations, and is responsible for the quantity and quality of assigned work;
• Reviews program materials and keeps abreast of and implements changes involving programs, regulations, policies and procedures, and systems;
• Contacts individuals, public and private agencies, law enforcement, businesses, and other sources to verify eligibility data or to clarify documentation discrepancies or gaps in information;
• Interviews applicants and clients by phone, electronic meeting format, or in person; 
• Obtains personal and financial information, assists with completion of forms, and obtains required verifications to determine potential program eligibility;
• Documents information received per required timeframes, such as benefit determinations, referrals and requests made, agreements reached, and supplementary comments;
• Learns to recognize concerns that may require referrals and makes referrals to departmental social services programs or to other services or agencies;
• Learns to review and/or update time on aid information for applicable public assistance programs;
• Learns to determine whether overpayments and/or over issuances are recoupable or ineligible for collection, and assists in collection when recoupable;
• Acts as a Mandated Reporter as required by State and/or County policies;
• Learns to implement program regulations, policies, and procedures following established timeframes for applicants and clients;
• May conduct field visits to obtain or verify eligibility data, upon request;
• May attend trainings, staff, and workgroup meetings;
• May testify at hearings and in court, as needed;
• May be assigned as a Disaster Service Worker (DSW), as required*;
• Performs other related duties, as assigned.

Employment Standards

Sufficient education, training, and experience to demonstrate the ability to perform the above tasks, plus the possession and direct application of the following knowledge and abilities:

Training and Experience Note: The required knowledge and abilities are attained through training and experience equivalent to a high school diploma or equivalent;

and

One (1) year of full-time clerical work and/or customer service experience. 

Preference for six (6) months experience of public contact and interviewing to obtain financial and/or personal data. 

Special Requirements

• Incumbents must successfully complete the Santa Clara County Social Service Benefits Specialist Trainee induction training program requirements and are expected to qualify for the higher class of Social Services Benefits Specialist at the end of the induction training or vacate the position.
• Ability to travel to alternate locations in the course of work.   If driving, possession of a valid California driver’s license prior to appointment and the ability to qualify for and maintain County driver authorization.
• *As a condition of employment, pursuant to California Government Code Sections 3100-3109 and Local Ordinance, all County of Santa Clara employees are designated Disaster Service Workers (DSWs), including extra help.  A DSW is required to complete all assigned DSW-related training, and in the event of an emergency, return to work as ordered.

Knowledge of:

• Basic public contact skills and techniques of interviewing;
• Standard office procedures and practices;
• Goals of public assistance programs;
• English usage, style, grammar, punctuation, and spelling;
• Common computer systems and applications.

Ability to:

• Learn how to read and interpret electronic documents;
• Communicate effectively, both orally and in writing, with people of diverse backgrounds and cultures;
• Reason logically and accurately; 
• Work independently and/or as part of a team;
• Effectively interview people in difficult circumstances of deprivation or emotional distress to elicit personal and financial information;
• Learn to assess family relationships and situations;
• Determine clients' needs and make appropriate referrals;
• Effectively and accurately utilize required data and case management systems to determine program eligibility;
• Keep informed and adapt quickly to changes relating to agency program rules, policies, and regulations;
• Accurately gather, record, and evaluate information necessary to determine eligibility for public assistance programs; 
• Follow State guidelines to assist individuals by reviewing and informing clients of available private healthcare plans listed under the California Healthcare Exchange, if requested;
• Understand and accurately follow complex instructions and procedures;
• Establish and maintain accurate records and documentation;
• Perform mathematical calculations;
• Organize workload so that records and documents are completed and updated within required strict time limits and deadlines;
• Establish and maintain effective working relationships with those contacted in the course of work, at all levels, including colleagues, the public, and representatives of other agencies.