Administrative Assistant, ECS
South Middlesex Opportunity Council, Framingham, MA, United States
Energy Conservation Services Program Assistant
The Energy Conservation Services (ECS) Program Assistant provides administrative support for client and vendor scheduling and issue resolution as it relates to the Appliance Management Program (AMP), Utility Weatherization, DOE Weatherization (WAP), and DOE Heating Repair/Replacement (HEARTWAP) programs. The Program Assistant will also be responsible to process work orders and maintain client and vendor files per stated requirements.
Primary Responsibilities:
Respond to all department calls and direct to the appropriate person as needed.
Provide client support and satisfaction and resolve outstanding client and agency/sub-agency issues.
Gather and sort department incoming mail and process all outgoing mail.
Provide primary scheduling activities for the Appliance Management Program (AMP); provide secondary scheduling support for WAP and HEARTWAP.
Assist in the preparation of appliance work orders, their distribution to vendors, the creation/monitoring of tracking reports, and the maintenance of work order system and files.
Support marketing/outreach activities for all single-family projects.
Assist in the proper maintenance of all client and vendor files, staying in compliance with DOE regulations and agency requirements as needed.
Engage all clients by understanding and addressing their needs whether within or outside the scope of work.
Attend and participate in team meetings as requested and communicate effectively with clients and staff in other areas.
Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.
Ensure compliance with program/department, agency and/or funder requirements, as well as, SMOC policies & procedures.
Other duties as assigned.
Knowledge and Skill Requirements:
High school diploma or equivalent
Minimum years of related experience: 1 3 years preferred
Knowledge of Microsoft Office and telephone protocol
Duties require professional verbal and written communication skills, prior clerical experience preferred
Ability to work well in a very high volume and productivity environment, ability to handle potentially stressful situations and sensitivity to the needs of economically disadvantaged clientele
Valid MA driver's license and insurance
Organizational Relationship:
Directly reports to Administrative Manager, Energy Conservation Services
Indirectly reports to Division Director, Energy Conservation & Loan Assistance Program
Direct reports of this position are none
Indirect reports of this position are none
Physical Requirement: Physical effort required to do the job: Mobility to use office machines, sitting, standing, ability to lift archive boxed filled with files.
Working Conditions: As part of the responsibilities of this position, the ECS Appliance Program Assistant, will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services. A successful background check is required.
Monday through Friday: 8:00AM - 4:00PM. Includes a 1-hour unpaid lunch break. 35 Hours per week.
The Energy Conservation Services (ECS) Program Assistant provides administrative support for client and vendor scheduling and issue resolution as it relates to the Appliance Management Program (AMP), Utility Weatherization, DOE Weatherization (WAP), and DOE Heating Repair/Replacement (HEARTWAP) programs. The Program Assistant will also be responsible to process work orders and maintain client and vendor files per stated requirements.
Primary Responsibilities:
Respond to all department calls and direct to the appropriate person as needed.
Provide client support and satisfaction and resolve outstanding client and agency/sub-agency issues.
Gather and sort department incoming mail and process all outgoing mail.
Provide primary scheduling activities for the Appliance Management Program (AMP); provide secondary scheduling support for WAP and HEARTWAP.
Assist in the preparation of appliance work orders, their distribution to vendors, the creation/monitoring of tracking reports, and the maintenance of work order system and files.
Support marketing/outreach activities for all single-family projects.
Assist in the proper maintenance of all client and vendor files, staying in compliance with DOE regulations and agency requirements as needed.
Engage all clients by understanding and addressing their needs whether within or outside the scope of work.
Attend and participate in team meetings as requested and communicate effectively with clients and staff in other areas.
Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.
Ensure compliance with program/department, agency and/or funder requirements, as well as, SMOC policies & procedures.
Other duties as assigned.
Knowledge and Skill Requirements:
High school diploma or equivalent
Minimum years of related experience: 1 3 years preferred
Knowledge of Microsoft Office and telephone protocol
Duties require professional verbal and written communication skills, prior clerical experience preferred
Ability to work well in a very high volume and productivity environment, ability to handle potentially stressful situations and sensitivity to the needs of economically disadvantaged clientele
Valid MA driver's license and insurance
Organizational Relationship:
Directly reports to Administrative Manager, Energy Conservation Services
Indirectly reports to Division Director, Energy Conservation & Loan Assistance Program
Direct reports of this position are none
Indirect reports of this position are none
Physical Requirement: Physical effort required to do the job: Mobility to use office machines, sitting, standing, ability to lift archive boxed filled with files.
Working Conditions: As part of the responsibilities of this position, the ECS Appliance Program Assistant, will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services. A successful background check is required.
Monday through Friday: 8:00AM - 4:00PM. Includes a 1-hour unpaid lunch break. 35 Hours per week.