Administrative Assistant

Job DetailsJob Location: Hartford, CT 06120Position Type: Full TimeEducation Level: High SchoolSalary Range: $16.94 - $19.35 HourlyJob Shift: Day  JOB DESCRIPTION   POSITION TITLE:  Administrative Assistant             DEPARTMENT:     Weatherization             FLSA STATUS:       Non- Exempt PAY GRADE:          4 REPORTS TO:        Sr. Program Coordinator   GENERAL DESCRIPTION OF DUTIES   The purpose of this position is to support the Weatherization Program by providing administrative assistance to the Senior Program Coordinator and the WAP Program Coordinator. The Administrative Assistant performs a wide range of clerical and program support functions for the Home Energy Solutions – Income Eligible (HES‑IE) Program and the DOE Weatherization Assistance Program. Responsibilities include completing administrative tasks, maintaining required documentation, assisting customers throughout the application process, supporting staff and contractors, and ensuring the efficient operation of daily program activities.     SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS   The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.   Answer telephone calls, provide general program information, and route inquiries appropriately. Make referrals to other agency programs as needed. Screen incoming calls from customers seeking Weatherization services, gather required information, determine whether an application is warranted, and send applications as appropriate. Open and date‑stamp incoming mail (invoices, applications, etc.) and process all outgoing mail, including applications. Provide a Weatherization Request Form to eligible customers currently receiving Energy Assistance, based on program guidelines, and follow through to processing. Maintain a thorough understanding of Federal and State utility rules and regulations governing the Weatherization Programs, including HES‑IE and DOE‑WAP. Maintain a thorough understanding of all required software systems (Agency STEPS, DEEP Hancock). Work with the SHPO State office to obtain necessary approvals when required. Ensure proper documentation is obtained from homeowners and contractors, including permits, lead‑safe documentation, and mold disclosures. Ensure all work is entered into utility software systems prior to releasing single‑family and multi‑family work orders. Gather required information to complete data entry for contractor invoices, review them for accuracy, and submit them to the appropriate funding source. Utilize Hancock to track requests, audits, work assignments, inspections, and invoices. Maintain a log of customers who have received applications and follow up as needed to move customers to “scheduled” status. Follow up with homeowners on incomplete or improperly completed applications; assist them in obtaining required information and ensure full processing. Qualify applicants by conducting eligibility checks using DOE‑WAP and utility‑based criteria. Review customer information in the Energy Assistance Program database for accuracy and update records regularly. Communicate with contractors and assist in scheduling inspections and job assignments. Ensure the work area is clean, secure, and well maintained. Perform all other duties as assigned.     MINIMUM TRAINING AND EXPERIENCE   Education: High School diploma/GED required. Associate degree preferred.   Minimum Years of Experience: Two (2) years of related experience preferred.   Demonstrate skills in: Excellent customer service and communication skills. MS Office and database proficiency.   ADA COMPLIANCE   Physical Ability: Tasks involve sedentary to light work, involving some reaching, handling, fingering and/or feeling of objects and materials.   Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.   Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.   QualificationsMINIMUM TRAINING AND EXPERIENCE   Education: High School diploma/GED required. Associate degree preferred.   Minimum Years of Experience: Two (2) years of related experience preferred.   Demonstrate skills in: Excellent customer service and communication skills. MS Office and database proficiency.   ADA COMPLIANCE   Physical Ability: Tasks involve sedentary to light work, involving some reaching, handling, fingering and/or feeling of objects and materials.   Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.   Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.