Weatherization Administration Assistant

POSITION SUMMARY:

This position oversees the day-to-day operations and office staff of SEK-CAP’s Weatherization Office. The Administrative Assistant’s responsibilities include fielding incoming calls, processing monthly payments and expenditures, tracking grant agreements, compiling monthly, quarterly, and annual reports, and working closely with the Weatherization Team on various functions required for the service of the weatherization clients. This position is required to oversee all the daily administrative support functions of the Weatherization grant. This individual will be expected to have a basic understanding of the Weatherization program, as well as other SEK-CAP programs/services, and be able to communicate and promote the program to the general public.

ESSENTIAL FUNCTIONS:

• Perform administrative clerical support for the Weatherization Department.
• Maintain client records and see that all files and forms are up to date and comply with state requirements.
• Assist in scheduling contractors and inspectors.
• Responsible for printing and forwarding Bid Packets to contractors and conducting bid opening procedures.
• Monitor the waiting list to ensure compliance with regulations.
• Process monthly program payments and track expenditures.
• Create and update grant agreements and track revisions. Operate business telephone and direct calls to appropriate staff person(s).
• Operate and trouble-shoot minor problems on a variety of office equipment such as, but not limited to, computer, scanner, and copier.
• Prepare and develop spreadsheets and reports.
• Develop and maintain standardized applications and program forms.
• Proofread and update forms and manuals.
• Produce professional business correspondence.
• Assist in the maintenance of the supply inventory, fleet and equipment tracking, mileage logs, etc.
• Assist program staff with program promotion, marketing, and advertising.
• Assist with general program outreach, including contractor outreach and procurement.
• Assist program staff with specific policies and procedures and document updates.
• Provide back-up for other positions.
• Other duties as assigned.

KNOWLEDGE AND EXPERIENCE:

Essential:

• Ability to establish and maintain effective working relationships and work with a variety of individuals and maintain the highest level of confidentiality.
• Communications/Public relation skills
• Self-motivated and able to work with little supervision.

• Basic computer skills on IBM compatible P.C. systems and software.
• Basic operation skills of general office equipment such as photocopiers, faxes, and phone systems.
• Superior interpersonal skills. Ability to get along with diverse personalities. Tactful, mature, and flexible.
• Ability to meet and deal tactfully with the general public and to communicate effectively and clearly both orally and in writing.
• Resourceful and well organized.
• Ability to establish and maintain positive, effective working relationships with co-workers, community partners, and customers.
• Ability to learn and adapt.

Desired

• Bookkeeping skills; including job costs, account payable, shipping and receiving.

EDUCATION AND QUALIFICATIONS:

• High school graduate or equivalent with experience in providing clerical support.
• Possess a current, valid driver’s license and be insurable by the organization’s motor vehicle insurance carrier.
• Submit to and pass standard criminal history check.
• Submit to and pass standard drug screen test.
• Obtain CPR/First Aid certification.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

The physical demands and work environment described here 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.

• Use hands to finger, handle, or feel.
• Reach with hands and arms.
• Sit or occasionally stand; walk and stoop, kneel, or crouch.
• Regularly lift and/or move up to 20 pounds.
• Required vision abilities include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
• Occasional exposure to wet and/or humid conditions.
• Outside weather conditions.
• Extreme cold and extreme heat.
• Noise level is usually quiet to moderate.