Program Services Specialist-WX

*Salary is commensurate with experience*

Job Purpose:

To ensure Weatherization (Wx) and HE Program Services programs are coordinated to provide assistance to eligible low-income households that meet program specifications.  Provide excellent customer service for year-round programs and managing program timely delivery of completed work. Work cooperatively with internal and external customers to ensure all program goals and requirements are compliant according to program guidelines.

Essential Duties:

• Manage and assign projects for a detailed assessment to Contractors. Review estimates for accurate costing.
• Coordinate with case workers for eligibility requirements. Operations Manager for approval of the contracted work to be completed.

Must be available after hours: Work after 5:00pm weekly, work weekends and Holidays.

• Ensure contractors are timely with responses, repair/replacement and invoicing -are done according to program guidelines.
• Prepare and set up project jobs and occasionally arrange for state Quality Assurance visits.
• Monitor system database, updating daily with per job case notes, reserve funds and invoicing for timely reimbursement.

• Respond to customer's with questions, comments, concerns or complaints with a purpose to a resolution.

• Coordinate with internal and externa customers to synchronize inspections.
• Maintain organized records of Projects utilizing Outlook calendars to track daily and weekly production.
• Prepare monthly, quarterly and annual reports for status of projects and outcomes.
• Process Invoices ensuring Contractors are returning proper documentation along with invoices to receive payment within allotted timeframe.
• Maintain electronic-Logs by monitoring spreadsheets to track contractor’s costs by project.
• Collaborate with Accounting departing regularly when submitting invoices.
• Collaborate with staff on strategies to meet weekly goals and work for accountability of auditing staff.
• Coordinate the process of awards, uploads/downloads from drop box, saving, updating project log and customer files.
• Order and track monthly supply expenditures.
• Other duties as assigned.

Skills/qualifications:

• Must be fluent in Spanish and English.
• Must have strong background in Customer Service and administrative office skills.
• Ability to work in repetitive, sometimes slow and fast-paced environments.
• Must have the ability to maintain filing systems and proficient typing speed of 40 wpm minimum.
• Must be experienced in Excel, Word, Power point, and Outlook.
• Flexible to be available after hours, weekends and Holidays for 8 months out of the year for one of the programs responsible for.