About the Role
40 Hours Per Week, Monday - Friday, 8:00 am - 5:00 pm
Weatherization Coordinators maintain Weatherization program records and coordinate project work flow and determine eligibility. They provide administrative support to the Weatherization program by tracking projects from start to finish. Weatherization Coordinators serve as program receptionist and assist the Energy Assistance program when needed.
ESSENTIAL FUNCTIONS OF THE POSITION:
The essential functions of this position require prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits. These duties are a representative example of position expectations. Actual duties assigned may vary and change depending on the business needs of the department and the agency.
Assist public in person and by telephone, direct calls and individuals to appropriate source. Answer questions related to programs, assist public in locating and obtaining information.
Determine applicant eligibility according to funder eligibility guidelines. Maintain Weatherization waiting list. Perform community outreach activities to ensure the community is aware of our services.
Schedule energy audits and inspections in a manner that keeps work flowing to meet agency and funder goals for production. Work with Energy Auditors/Inspectors to ensure contractor work is performed timely and in the necessary order.
Organize and maintain accurate and complete records, files, and spreadsheets for each weatherized home in accordance within the guidelines set forth by Oregon Housing and Community Services and other funders. Ensure both paper and electronic records are complete and accurate.
Perform complex word processing and data entry in accordance with agency and funder guidelines utilizing specialized databases, spreadsheets and systems.
Process invoices for payment and assist in the preparation of reimbursement requests.
Manage and track statistical information needed for reports. Provide information to other UCAN programs and community partners when needed.
Correspond with contractors, landlords, homeowners, clients, and vendors regarding weatherization projects.
Provide administrative support to the Weatherization Program. Design, compose and type carious correspondence and forms. Operate and maintain basic office equipment; copy, assemble and distribute materials. Schedule equipment maintenance and repair. Complete bulk mailings.
Discuss policy questions and resolutions. Advise Weatherization team of potential problem areas.
Provide back-up support to the Energy Assistance program as needed by determining eligibility, answering phones calls, scheduling appointments, and providing program information to clients and the community.
Provide consistent and sustained positive and measurable customer service experiences for internal and external customers resulting in increased customer/client satisfaction, effective dispute and conflict resolution, and positive public reviews.
Provide exceptional and measurable customer service to internal and external customers with timely and accurate responses to their inquiries and concerns. Exercise tact, courtesy, and diplomacy when interacting with clients, contractors, vendors and others with whom we may work while enhancing the Company’s public image at all times. Respond to all inquiries for information respectfully without regard to the inquirer’s position, status, or demographic and in a manner that conveys understanding, acceptance and support for UCAN’s programs and objectives.
Communicate in a professional, respectful and courteous manner with all employees, clients, the Board of Directors, and others with whom we may work. Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, and the constructive exchange of ideas.
Drive a company vehicle in the performance of duties. Driving will be required for travel to [training facilities, board meetings, events, client homes, community meetings, partner facilities, etc.] and to perform other essential functions as needed.
Complete designated job tasks, special projects and all other duties as assigned to meet team, department and agency goals while actively demonstrating accountability, high levels of employee engagement, and responsibility for achieving desired outcomes and measurable results.
Requirements
KNOWLEDGE, SKILLS & ABILITIES
Qualified candidates for this position will have relevant education and experience necessary to perform the essential functions and meet the minimum performance expectations for this position with or without an accommodation.
Considerable knowledge of general office practices and procedures, systematic filing, retrieval processes and systems.
Considerable knowledge of general recordkeeping and bookkeeping while maintaining confidentiality.
Writing clear and concise correspondence, newsletters, records, use of automated equipment and systems including logging onto systems, enter database information, creating and delivering presentations, download forms and preserve/backup important data.
Prepare and maintain statistical records and reports.
Utilize problem identification and resolution techniques.
Estimate and manage time efficiently, multitask and adjust to priority changes.
Interpret policy and procedures to the public.
Make decisions independently in accordance with established policies and use initiative and judgment in carrying out tasks and responsibility.
Work within a team environment. Courteously meet and deal effectively with other employees, public agencies, contractors, and the public.
Must follow all safety rules and practices, and perform work in a safe manner.
Strong interpersonal skills necessary to develop, establish and maintain effective, professional, collaborative, and collegial working relationships with customers, other employees, contractors, vendors, and others with whom we may work.
Strong conflict resolution skills and demonstrated ability and competency to work with a diverse population of clients, contractors, vendors and co-workers of all ages, including people who may be aggressive, belligerent and/or hostile, confused and/or disoriented, or who may be suffering from a medical or physical impairment. Remain calm and use good judgment during confrontational or high pressure situations.
Excellent oral and written communication skills necessary to communicate clearly and effectively with internal and external customers, vendors, contractors, and other diverse audiences while providing outstanding customer service. Demonstrated ability and competency to communicate clearly and concisely in both individual and group presentation settings.
Strong technical, troubleshooting, problem solving, research, organizational and analytical skills, combined with the ability to prioritize tasks and meet established deadlines. Ability to multitask is also essential while remaining flexible with changing priorities and deadlines.
Ability to exercise tact, courtesy, and diplomacy when interacting with internal and external customers, contractors, vendors, and others with whom we may work to provide exceptional client service while enhancing UCAN’s public image at all times. Respond to all inquiries for information respectfully without regard to the inquirer’s position or status and in a manner that conveys understanding, acceptance and support of UCAN’s programs and objectives.
Well-reasoned decision making with a high attention to detail in actual work product, organization, planning, workflow, and project prioritization to ensure tasks are completed efficiently and accurately.
Naturally self-motivated, confident individual with ability to work independently and/or with limited direction, as well as cooperatively in a team environment, while consistently demonstrating collaborative, respectful and productive work habits. Actively pursue professional development opportunities to add value to the agency and to help the agency meet its strategic goals and objectives.
Highly ethical individual who applies ethical standards of behavior to daily work activities. Takes responsibility for actions and decisions and fosters a work environment where integrity is rewarded. Exercises discretion when involved in highly confidential and sensitive matters.
Demonstrated ability and proficiency in using the English language in spoken and written form (including usage, spelling, grammar, and punctuation), writing professional business letters and publications, and in preparing reports and related materials.
Strong organizational office skills necessary for setting up files, creating documentation, record keeping, and maintaining accurate Company records.
Demonstrated experience and competency operating and working effectively and efficiently with computers and other forms of office technology, electronic data, computer programs and software applications, especially Microsoft 365, Word, Excel, Outlook and Teams. Ability to use electronic timekeeping system is required.
Minimum Education & Experience
Two years work-related support experience OR a satisfactory equivalent combination of education, experience and training.
Required Licenses & Certifications
Valid driver’s license with a driving record that meets UCAN’s acceptable driving guidelines.
Must pass criminal background check prior to hire and successfully meet all screening standards when required by department funding source(s).
Additional Information can be found by visiting wcancap.org
About the Company
United Community Action Network (UCAN) is a poverty fighting non-profit located in Southern Oregon. Founded in 1969 by low-income community organizers, UCAN now operates programming across four departments, delivering programs to equip our neighbors experiencing the symptoms of poverty with resources and opportunities to help them reach their full social, civic, and economic potential. Our dedicated and energetic employees provide essential and supportive services to individuals and families. We take pride in caring for our communities each and every day.