Weatherization Program Support Specialist Job at Community and Economic Development Assoc
JOB DESCRIPTION
Title: Program Support Specialist
Department: Weatherization
Location: Central
Report to: Internal Operations Manager
FLSA Status: Non-Exempt
Employment Status: Full time
Date Created: 9/19/2019
Date Reviewed: 11/4/2021
Summary/Objective
Supports the day-to-day facets of the Weatherization Program, plans and coordinates special projects and initiatives designed to achieve the overall mission and goals of the Weatherization department. Provides support to all departmental functions, on an as-needed basis, ensuring that all tasks are met in a timely manner and comply with all Illinois Home Weatherization Assistance Program (IHWAP) standards, policies and procedures. Collaborates with Internal Operations Manager and other program staff to ensure program objectives are met. This position routinely handles highly sensitive and/or confidential information and will represent CEDA in a variety of capacities. Must demonstrate good judgment, an ability to be approachable and professional, solid problem-solving skills, an ability to handle multiple tasks, an ability to be self-motivated and well organized, and maintain strict confidentiality.
Essential Functions
- Use SharePoint or similar job/file tracking system to track Weatherization files.
- Ensure file compliance through file reconciliation and file review
- Verify income and household eligibility for program.
- Track fleet vehicle fueling, usage, and billing activities.
- Organize and coordinate department travel in support of program training related activities.
- Serve as a support liaison between internal and field operations to communicate all program related activities.
- Assists Manager with special projects as needed.
- Create and prepare reports and review them to assure accuracy, neatness and conformance to all policies and procedures.
- Equipment Inventory: Inventory office and field equipment, i.e., office furniture, computer related to include issuance, tracking, and tagging. Create supportive reports and forms to accomplish tasks.
- Cost Reporting and contractor billing in state of Illinois (IHWAP WeatherWorks) database.
- Track prevailing wage contractor utilizing e-Comply database.
- Assist, coordinate and attend outreach activities
- Assist with organizing, scheduling and tracking departmental meetings, training and events.
- Assist with schedule production activities including: Call clients to schedule appointment; enter client information and appointment times into SharePoint system; follow-up on clients who have refused service.
- Other duties as assigned.
Knowledge, Skills, and Abilities
- Ability to communicate clearly and professionally, both verbally and in writing.
- Strong decision making and analytical abilities.
- Highly developed sense of integrity and commitment to customer satisfaction.
- Strong organizational skills and the ability to understand/learn technology quickly
- Computer literate; proficient in Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook; Constituent Relationship Management databases (Raiser’s Edge preferred).
Supervisory Responsibility
This position has no supervisory responsibilities.
Work Environment/Travel
While performing the duties of this job, the employee works mostly in an office environment that is quiet to moderately loud, depending on the work area. Employee is required to sit, use hands, stand, stoop, walk, talk, and listen while performing duties. General office equipment including personal computers, scanners, copiers, faxes, desk- and smartphones, and software programs. Occasional travel of distance may be required, especially suburban Cook County. If using a personal vehicle, must have a valid driver’s license and auto insurance that meets State requirements.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 25 pounds. Requires normal range of hearing/vision.
Position Type/Expected Hours of Work
It is an administrative support level position requiring the exercise of discretion and independent judgment and is required to work a full time work week, as designated by the CEDA Employee Handbook, with periodic longer hours, including potential evenings, weekends, and odd hours.
Required Education and Experience
- Associates degree or 5 years’ equivalent experience and/or training.
Preferred Qualifications
- Experience working in the IHWAP Network
- Extended knowledge of Microsoft Excel related to Macros and Pivot Tables.
- Experience with Inventory Control Systems.
- Experience in development of Standard Operating Procedures
AAP/EEO Statement
CEDA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, CEDA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Must possess and maintain an applicable Illinois Driver License and Auto Insurance that meets the State requirement.
CEDA expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of CEDA’s employees to perform their job duties may result in discipline up to and including discharge.
ADA Statement
The physical demands, work environment factors, and mental functions described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
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