Energy Services Administrative Specialist
Homes for Good is seeking an Energy Service Administrative Specialist to join our team!
Posting Date: Monday, March 6, 2023
Application Deadline: Monday, March 20, 2023 at 6:00pm
Salary Range: $3901.86 - $5,228.89 per month
WHO WE ARE
Homes for Good Housing Agency is a high performing public housing authority located in Eugene Oregon, servicing all of Lane County (4,600 sq. miles). The Agency’s primary work is to help low-income Lane County residents access and maintain affordable housing.
Homes for Good has been and will continue to implement a workplace culture change that includes increased emphasis on racial justice, customer service, quality control, and compliance. Homes for Good is passionate about providing employees opportunities to maximize career growth while experiencing the personal satisfaction of working for a mission driven organization.
At Homes for Good, employees are supported and empowered by a collaborative culture that shapes how we work together with the common goal of providing essential housing services throughout Lane County.
Homes for Good is an equal opportunity employer, committed to Diversity, Equity & Inclusion throughout our organization and within our hiring and promotional practices. We endeavor to hire a workforce that is representative of the communities we serve, with an understanding that a diverse and inclusive staff will strengthen our Agency. All applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or national origin.
OUR ENERGY SERVICES DIVISION TEAM
Homes for Good’s Energy Services Division administers a Weatherization program designed to assist income-qualified Lane County residents reduce energy use in their homes and reduce their utility expense. Typical services offered through the Weatherization program include insulating attics, walls, and floors, sealing air leaks, improving ventilation, installing carbon monoxide and smoke alarms, sealing, and insulating heating ducts, servicing heating equipment and installing energy efficient appliances.
The Energy Services Team also leads Lane County’s LIHEAP Heat Crisis Program, a federally funded program that helps low-income households’ immediate danger of being without heat.
WHAT YOU WILL DO FOR OUR TEAM
The Energy Services Administrative Specialist supports the Weatherization program by coordinating contractor Communications, scheduling, client services, data entry and program reporting. Additional responsibilities include managing invoices and project files in compliance with federal, state, and local regulations, grant requirements and agency policies. The position also provides support for the Homes for Good Energy Education Workshops.
These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Field Staff & Contractor Support Duties
- Schedule weatherization audits and inspections and arranges appointments with clients and contractors.
- Monitor in-process jobs through daily communication with contractors, vendors, auditors, and inspectors to ensure timely completion.
Issue work orders and coordinate invoices in a timely manner.
- Issue work orders to contractors for weatherization, electrical, plumbing, and mechanical equipment installation; coordinate purchase and installation of appliances.
- Update status information for active projects on a weekly basis.
- Provide information, assistance, and referrals for general inquiries for all Division programs.
- Aids division staff with application process by providing written, phone and in person (occasionally off-site) assistance to clients with the application and income qualification process.
- Builds and fosters positive client relationships. Explains weatherization process, discusses client responsibilities, importance of appointments, health and safety and quality control requirements.
- Maintains tracking of jobs, including regular updates to Division staff and Director while advising clients about requirements of the program(s).
- Perform clerical functions for Division programs including but not limited to word processing, copying, answering phones, taking messages, processing mail, ordering supplies, maintaining inventory, accurate filing systems, travel paperwork, and data entry.
- Handle confidential materials and communications.
- Conduct regular written and phone communications with staff, contractors, and clients.
- Maintain all client files including but not limited to client applications, updating spreadsheets, creating work orders, and obtaining necessary signatures.
- Compile required health and safety documentation for each weatherization job.
- Assure all contractor invoicing and payments comply with Homes for Good fiscal policies.
- Coordinate special projects as requested.
- Ensure weatherization clients attend Energy Education Workshops and review all printed materials per program requirements.
- Compile and collect signatures on Energy Education materials in accordance with Homes for Good Energy Education procedures.
- Provide support for Energy Education Workshops including creating and publicizing schedules.
- Maintains and updates all Energy Education materials including but not limited to presentations materials, brochures, videos, and other printed materials.
- Maintain completeness and accuracy of program data in every client file.
- Compile and document client energy consumption data from local utility companies as requested.
- Perform data entry for special projects as necessary and provides instruction as requested.
- Ensures accuracy and completeness of all client’s files in accordance with the Division procedures.
- Other duties as assigned.
COVID-19 RELATED CONTEXT
In response to the COVID-19 pandemic and physical distancing restrictions in Lane County, many of our staff are currently working remotely. However, due to the in-person nature of the role, this position is not eligible for remote work.
We have implemented policies and procedures designed to protect our team members from COVID-19 exposure. Employees are provided and trained on the contents of our COVID-19 Infection Control Plan.
If you are interested in this position and would like to review our COVID-19 Infection Control Plan, feel free to review the plan linked below.
WHAT WE ARE LOOKING FOR
Studies have shown that women and people of color are less likely to apply for jobs if they don’t meet every one of the qualifications listed. We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you meet key qualifications for the job, and believe you would be the best fit, we would encourage you to apply.
Please use your cover letter to explain how you will accomplish parts of the job for which you have less experience. If you are unsure whether you meet the qualifications of this position, please feel free to contact us at firstname.lastname@example.org.
The candidate will likely have knowledge and experience in the following areas:
- Operations, services, activities and policies and procedures of Agency programs, related community service programs, resources, and county, state and federal rules and regulations.
- Principles of mathematics.
- Research and recordkeeping principles and practices.
- Principles of business letter writing and report preparation.
- Principles and practices of public relations, mediation, negotiation skills and techniques.
- Interviewing principles and techniques.
- MS Office Suit including Excel and Word, with the aptitude to quickly learn new computer applications.
- Ability to consistently determine workload priorities in consultation with other staff and supervisor.
- Ability to maintain confidentially with individuals at all levels always.
- Ability to be flexible, adaptive, and positive in a constantly changing environment.
- Work within program funding, guidelines and procedures which are variable and subject to change.
- Investigate complaints and recommend corrective action.
- Effectively represent Agency programs and communicate program guidelines and goals in both private and public sector settings.
- Interpret and apply Agency, county, state and federal program policies, procedures and regulations.
- Operate a wide variety of office equipment including printers, scanners, phones, etc.
- Respond to the inquiries, requests, and needs of staff, applicants, landlords, community service programs and the general public.
- Ability to work under pressure with many interruptions and still maintain efficiency and a high level of accuracy in a courteous manner.
- Perform mathematical calculations quickly and accurately.
- Communicate effectively, both verbally and in writing, with employees, Agency partners, clients and the general public; deliver public presentations/trainings; prepare clear and concise reports; gain cooperation through discussion and mediation.
- Cultivate and develop inclusive and equitable working relationships with coworkers, community partners and the public.
- Prepare and maintain accurate and complete records.
- Maintain regular and consistent attendance and perform work without direct supervision.
- Operate standard office equipment and computers including Microsoft Office products and Agency enterprise suite. Use and learn new technology as required.
- Use tact, discretion, and diplomacy in dealing with sensitive and/or elevated situations.
- Demonstrate a commitment to the ideals of social & economic justice and housing as a basic human right.
- Embrace and promote an inclusive and equitable work environment.
- Recognize the value of each individual and cultural difference and create a work environment where individual differences are valued.
- Communicate and interact with people of multiple cultures, backgrounds, and styles by incorporating and adapting to the world view and perspective of others.
- Handle multiple competing priorities, adapting and pivoting to be responsive to dynamic and shifting contexts.
- Demonstrate and support a culture of diversity, equity, inclusion, access, and social justice.
- Exemplify traits that reflect the Agency’s culture, including integrity, customer service, cultural sensitivity, trustworthiness, flexibility, and innovation.
- Learn, interpret, follow, and apply federal, state, local and Agency laws, regulations, policies and procedures related to Agency operations and assigned areas of responsibility.
- Support Agency goals and values.
EXPERIENCE & TRAINING GUIDELINES:
Any combination of experience and training that would provide the knowledge, skills and abilities to perform the job is sufficient. Typical combinations of training and experience would be:
Equivalent to the completion of 12th grade supplemented by some college courses in community services, case management or a related field of study is desirable.
Three (3) years of responsible and progressive experience in community services with a particular emphasis on case management. Case management is defined as recording, tracking, and maintaining applicant communication and records until intake processes have been completed.
Any combination of experience and education on a year for year basis up to a maximum of four years of responsible contracting and/or procurement experience may be substituted for the education required provided that the knowledge, skills and abilities to perform the work has been demonstrated.
LICENSE OR CERTIFICATE:
This position will be required to frequently drive Agency vehicles. Possession of or ability to obtain an appropriate valid State of Oregon driver’s license and be insurable at standard rates.
WHAT’S IN IT FOR YOU?
COMPENSATION: The pay range for this position $3901.86 - $5,228.89 per month with a generous benefits package which includes paid health, dental and vision insurance for you and your family after one month of employment, along with life insurance and a 12% contribution of your monthly salary into a retirement account after 6 months of employment.
Homes for Good offers a family friendly environment with flexible scheduling options, generous paid time off (PTO) program starting at 17.33 hours per month and paid family leave.
This position is eligible for a bilingual differential of 5.7% upon passing a written and oral proficiency exam. Candidates who are bilingual in English and Spanish are preferred.