The Weatherization Coordinator provides administrative and programmatic support for any programs administered through the Weatherization Department and for the Weatherization Department in general. These programs may include, but are not limited to, the Weatherization Assistance Program, DTE Energy Efficiency program, Community Development Block Grants, and/or other programs for which the Weatherization Department has received or will receive direct funding or indirect funding through an agency or community partner.
Administrative duties include, but are not limited to general office administration functions such typing/data entry, filing, copying, scheduling, monitoring and ordering office supplies, preparing purchase orders and vouchers, creating reports, creating and maintaining electronic and paper records/files, and communicating with all clients, fellow employees and other partners in a professional manner.
Programmatic support duties include, but are not limited to keeping informed of and ensuring that all duties are performed in accordance with the Federal/State regulations applicable to each program, collecting and analyzing all documentation required from Auditors, Contractors and Inspectors, reviewing Intake and Job files for accuracy and completeness, creating and submitting specific forms and data to the appropriate Weatherization-related program, monitoring the progress of jobs and providing other programmatic support to the Manager as needed.
The Weatherization Coordinator must be extremely organized and detail-oriented, possess professional written and verbal communication skills, have the ability to effectively manage multiple projects and deadlines and maintain files, records and information in a secure and confidential manner.
PRINCIPAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
- Creates, updates and maintains accurate and complete electronic and paper files and records related to the program(s).
- Reviews Intake files for accuracy, eligibility and completeness before initiating work phase.
- Performs Intake Specialist duties on an as-needed basis to ensure adequate office coverage.
- Monitors jobs to ensure timely progress in production and identify issues/concerns.
- Enters and maintains all necessary data and documentation using the appropriate computer/software/apps for tracking jobs and expenditures and producing reports.
- Assigns work to Auditors, Contractors and Inspectors as jobs become eligible to progress through the various stages of production.
- Receives, reviews and/or reconciles all documents, forms, photos, and invoices received by Auditors, Contractors and Inspectors to determine accuracy and completeness of file and ensure accuracy of invoices to be submitted to Manager for approval and/or payment.
- Submits Manager-approved vouchers and invoices to the Accounting Department for payment processing.
- Communicates with Clients, Auditors, Contractors, and Inspectors and other related parties regarding appointments, job status, concerns or complaints, assignment of work, payment status, missing/incomplete information or documents required for file or certification and other related topics.
- Submits SHPO Inventory forms through SHPO portal for approval before jobs can be assigned to Contractors.
- Reviews completed work orders and submits SDP Validation forms and accompanying documentation for rebate approvals.
- Prepares forms/files required to apply and submits applications for non-Weatherization funding available through Partner Agencies and Programs.
- Manages personal and other department-related calendars to schedule and track meetings, appointments and other events.
- Monitors and orders office supplies and/or job-related products as needed.
- Conducts and/or Participates in Orientations/Special Events/Outreach activities to answer inquiries from the public concerning the program and its requirements and to generate awareness and/or interest in the program(s).
- Attends meetings with Agency and/or Agency partners as needed.
- Learns and operates all current and new applicable software programs.
- Responsible for working on additional special Weatherization projects and/or training other staff as needed.
- Assists in producing information/documentation, and answering questions regarding processes, as requested by monitors/auditors.
- Attends conferences and other training opportunities when/where available to stay current with changes in relevant policies and procedures and improve knowledge, skills and abilities related to the position.
- Liaison for Community and Agency Partners in day-to-day operations for customer and office procedures.
EDUCATIONAL AND EXPERIENTIAL REQUIREMENTS:
Two (2) years of college and three (3) years of office experience is preferred. Additional years of experience can substitute for college education at a ratio of two (2) years’ experience for one (1) year of college beyond a minimum of a High School graduate. Good mathematical, organization, and communication skills are required.
USE OF THIS POSITION DESCRIPTION:
This job description is not intended, nor should it be construed to be an all-inclusive list of duties performed but is to serve rather, as a set of guidelines to act as a measure to assure fair and equitable pay decision regarding DCC jobs. Individuals in this position are expected to perform other duties as requested.
SUPERVISORY DUTIES: None
