Weatherization Program Assistant
DATES OF POSTING: 11/22/2019 – 12/5/2019 Thereafter Open Until Filled
NUMBER OF POSITIONS: 2.5
POSITION: Program Assistant
BARGAINING UNIT POSITION: Yes, Union Position (Union dues are currently $18.28 bi-weekly, after successful completion of orientation period).
LOCATIONS: Gable Place in Barre, VT
SCHEDULE: Full Time, 40 Hours per week
CLASSIFICATION: Non Exempt (hourly)
WAGE: Grade 2, hourly $14.63 - $18.82/hour
MINIMUM QUALIFICATIONS: See Job Description
Capstone Community Action is an Equal Opportunity Employer and Provider. Applications from women, individuals with disabilities, veterans, and people from diverse cultural backgrounds are encouraged.
Job Title: Weatherization Program Assistant Pay Grade: 2
Last Review Date/Update/Change of Job Description: 04/2019
The Weatherization Program Assistant is responsible to assist with the daily work of the Program Director and Office/Program Manager. This position assures accurate and timely processing of the Department’s transaction and workflow. The Department works with approximately 175 clients on 200 buildings requiring management of 450 – 500 individual jobs in the job costing system.
The Weatherization Program Assistant reports to the Weatherization Office/Program Manager and works closely with the clients, Weatherization Director, Business Manager, Operations team, Auditors, Energy Efficiency Coach, and vendors.
Functions as the first point of contact for the department, receives calls and routes calls and visitors to the appropriate parties, answers program questions and resolves issues according to program policies and procedures.
Receives and follows up on inquiries to the Weatherization Program by phone, mail and walk-ins; maintains excellent relationships with statewide counterparts and partner agencies, and referral sources.
Corresponds with clients to facilitate eligibility, evaluates client applications, inspects and interprets a variety of source documents (IRS forms, Social Security Statements, Brokerage Statements, etc.), properly identifies, classifies and extracts includable income according to federal and state program guidelines, creates client files in Hancock software system, processes daily inventory, subcontractor and labor transactions in Hancock
Processes Operations inventory purchases, maintains orderly documentation and files
Evaluates and updates client (WAP) priority rankings each month; performs quality control checks to office files to ensure completeness and compliance.
In preparation of annual monitoring, assures that all completed client files include all the necessary and appropriate documentation in accordance with established program guidelines. Scans completed client files and maintains digital file storage system and previously weatherized client database, processes QCI mailings and runs final client job reports from Hancock
Maintains participant confidentiality
Makes recommendations to improve process and impact outcomes while maintaining weatherization program integrity
Provides proof reading for typos, grammar and intelligibility for Program Director and others in the department. Offers suggestions for corrections and improved clarity.
Represent the Weatherization Department in AD-HOC Agency Committees
Assist in organizing events and meetings
Maintain adequate office supplies
Maintain professional work environment
Other Duties as assigned
Associates degree or equivalent in business administration, financial management, or human services; B.A. or B.S. preferred, minimum of five years related work experience
Excellent written and oral communication skills
Excellent knowledge of word processing and data base computer operations
Demonstrated sensitivity to the challenges faced by low-income individuals
Ability to represent the agency, and to work as part of a team and under direction
Ability to maintain a positive work environment
Ability to maintain focus and productivity in an “open office” environment
Ability to be flexible and to work independently
Ability to work effectively with a variety of personalities and work styles