Massachusetts Creative Jobs

Through the Energy Department, Housing Assistance Corporation helps Income Eligible homeowners & renters across the Cape & Islands reduce their utility costs by conducting energy audits, weatherizing homes, & repairing or replacing heating systems. The role of the Data Coordinator / Administrative Assistant is primarily to keep all required data & tracking sheets up to date for the department & our various funders. This position will support overall efforts to supply accurate, timely updates to funding sources, Weatherization Assistance Program Coordinator, Heating Systems Program Coordinator, & Finance Coordinator. Essential Functions Data Input Submitting overage requests, major repair requests, heating system requests, & other items to funding sources on Monday.com & other platforms. Accurate & timely tracking / updating of job statuses on Monday.com & other platforms. Creating accounts in eAssist, primarily for multi-family residences. Process & distributing Aging Job Reports to auditors. Tracking Contractor Insurances, Certificates, Licenses, & Contracts. Communication Relaying job approvals to the relevant program coordinator. Requesting updated documentation (Insurance, Licenses, etc.) from contractors as needed. Maintain Federal Communications Binder Additional Duties Maintain & order necessary office supplies. Attend meetings & training courses as required. Organize & store completed WAP Files. Creating Customer Education folders. Creating Multi-family Education packages. Ordering office supplies including lighting & customer packets as needed. As this is a newly created position, additional duties may be assigned. Required Qualifications, Education, & Experience Moderate experience with MS Office products to include Word, Excel, Outlook. Accurate data transcription & typing skills. Must work independently in a team environment. Customer Service Respond to all inquiries within 48 hours Refer callers to appropriate HAC staff members Refer inquiries to CLC Call Center when appropriate Inform callers of eligibility criteria & guide them to eligibility for WAP + HEARTWAP Communicate with customers & landlords via phone, email & letter to keep them apprised of the current state of their job. Coordinates between customers & appliance vendors if necessary. Intake Request work orders from CLC for all customers to be contacted by HAC Oversee wait list to provide auditors with up to 80 jobs per month Work with WAP Coordinator to update production according to funding needs; revise production plan accordingly. Maintain a good understanding of production goals to ensure customer pulls are sufficient to meet production goals. Works closely with the HWAP program coordinator in serving customers who receive help from both programs. Follow DOEWAP procedures in obtaining Landlord authorization of weatherization work for their properties & help Landlords understand & the benefits of our programs. Outreach Participate in activities to promote the WAP program to the public. This includes direct mail, interagency event attendance, & related activities. Job Assignments to Auditors Assign & schedule jobs to auditors by territory, certifications & availability. Updates schedules & communicates changes to all parties involved. Responsible for the accuracy of eligibility & client information included in all job files. Schedule regular quality control field visits for DHCD & utilities with direction from WAP Coordinator Required Qualifications, Education, & Experience Moderate experience with MS Office products to include Word, Excel, Outlook Professional phone manner Organized work flow manner Ability to manage competing priorities Must work independently in a team environment Preferred Qualifications, Education, & Experience Associates degree See complete job description when applying.