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Administrative and Energy Program Assistant
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SALARY LEVEL: Grade 19
REPORTS TO: Energy Services Coordinator
AREA OF FOCUS: Energy Services & Administration
SUMMARY: Responsible
for assisting Energy Services and Administrative staff as needed in performing
a variety of clerical functions, general support, project assistance, and
maintaining records for the Energy and Administrative Services Departments. Duties have
varying due dates and must be accomplished in a timely manner. Must be able to multi-task. Must maintain a well-organized and
professional office environment.
Employee must be able to take initiative, work independently, and know
when to ask for direction. Must exercise
discretion in handling confidential information.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Supports and upholds
Couleecap’s mission to fight poverty and promote self-sufficiency for
individuals by helping to identify needs, mobilize resources, and provide
quality services.
- Performs wide range of general clerical duties for
staff, including copying, word processing, data entry, filing, report
preparation and other tasks as assigned using a computer, Microsoft programs,
accounting software with a purchase order system and basic office machines.
- Assists Energy Services
Coordinator and inventory staff with a variety of tasks, including recruitment
and enrollment of program participants, processing of applications,
verifications, drafting correspondence, file building, data entry and tracking
of information.
- Greets general public, clients, vendors, and other
business personnel, directing them to appropriate staff person and/or programs
within the agency. Answers agency
telephone, email, and manages messages to staff. Refers individuals to other available
resources/services in the community.
- Receives and processes in-coming/out-going mail and
donations to the organization.
- Ordering of subcontractor
work per work order, communicating with vendors and collecting/preparing
invoice paperwork for payment.
- Coordinates the ordering of supplies and
equipment. Maintains postage logs and
copy logs for funding allocation purposes.
May assist with work orders, inventory reconciliation, and distribution
of materials.
- Assists Energy Services and
Administrative staff with specific projects or other duties as assigned.
- Understand, appreciate, and
interact with people from all cultures or belief systems.
SUPERVISORY REQUIREMENTS: None
QUALIFICATION REQUIREMENTS: To perform
this job successfully, an individual must be able to perform each essential
duty satisfactorily. The requirements
listed below are representative of the knowledge, skill, and/or ability
required. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential
functions.
EDUCATION and/or EXPERIENCE: Requires
academic education beyond high school sufficient to qualify for registration in
a professional occupation; or three to four years’ previous experience; or
equivalent combination of education and experience. Must have experience working with Microsoft
Excel, Word, and Outlook.
LANGUAGE SKILLS: Ability to read and interpret
documents such as procedure manuals, technical procedures, government
regulations, safety rules, operating and maintenance instructions. Ability to write business correspondence
using standard grammar. Ability to
effectively present information and respond to questions from co-workers,
managers, customers and vendors.
MATHEMATICAL SKILLS: Ability to add, subtract,
multiply and divide in all units of measure, using whole numbers, common
fractions, and decimals. Must be
accurate with details.
REASONING ABILITY: Ability to apply common sense
understanding to carry out instructions furnished in written, oral, or diagram
form. Ability to deal with practical
problems involving a variety of concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS: Access to
reliable, licensed, insured driver and transportation.
OTHER SKILLS and ABILITIES: Must possess
the ability to complete multiple tasks accurately and efficiently and respond
to a wide variety of requests from multiple staff members. Ability to work four 10-hour days (Monday
through Thursday 7 am to 5:30 pm). Work
time will be spent in both an office and warehouse setting. Knowledge of standard office procedures,
equipment and customer service skills. Must have the ability to organize and
meet deadlines while maintaining a high level of accuracy. Ability to establish and maintain effective
working relationships with other agency staff, vendors and customers. Ability to maintain confidentiality. Customer service and inventory experience,
and knowledge of materials used in building construction and furnace operation
is preferred.
PHYSICAL DEMANDS: The physical demands described
here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the
employee is regularly required to talk, hear, sit, stand, walk, reach, bend and
climb (such as a step ladder) or balance.
This job requires occasional physical effort which involves working with
average and occasionally heavy weight materials. The employee must occasionally lift and/or
move up to 50 pounds. Specific vision
abilities required by this job include close vision, color vision, and the
ability to adjust focus.
WORK ENVIRONMENT: The work environment
characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the
employee will work in both an office and warehouse setting. The employee is occasionally exposed to fumes
or airborne particles, extreme cold and extreme heat. Exposure to cellulose, fiberglass and other
building materials is frequent. The
noise level in the work environment is usually moderate.