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Program Support

4 months ago

Indianapolis, United States Community Action of Greater Indianapolis Full time
Job DescriptionJob Description

POSITION SUMMARY: The Program Support- IWAP Management position is integral to the planning and success of the Housing Weatherization Program. The purpose of this position is to provide assistance to the Weatherization and Home Repair Program.

This role oversees the workflow for weatherization applications, ensuring smooth processing and completion. Responsibilities include coordinating client submissions, scheduling audits for assessing homes, managing work orders, liaising with contractors, and ensuring compliance with budgetary constraints. Additionally, the role involves tracking progress, managing invoices, and handling any safety issues or incomplete tasks.

 

ADDITIONAL POSITION SUMMARY

Responsible for answering phone inquiries and managing weatherization information, including data entry and retrieval from IWAP and Charity Tracker systems. Assists in maintaining waiting lists, scheduling auditor appointments, and completing intake applications for clients. Manages inventory of weatherization tools and vehicles. Supports in generating weekly, monthly, and quarterly reports and attends training sessions as recommended. Performs additional duties as assigned.

 

SUPERVISORY CONTROLS: Self-starter, excellent organizational skills, ability to work with a high level of independence and with a minimal level of supervision. Employee knows and understands work requirements, completes most work without direction, except for unusual matters. The employee exercises a high level of independent judgement and discretion in the execution of duties. Keeps Weatherization Director and team apprised of work in progress and/or project deceleration.

 

SPECIFIC DUTIES AND RESPONSIBILITES:

· MIP ACCONTING SYSTEM – Enters and tracks contractor invoices for services performed by account or homes under contract. Prepares and presents reports on analysis of data, averages, deviations, and/or recommendations. Uses system to pull various financial statements (profit and loss, trial balance, balance sheets, etc.) to perform financial analysis and produce analysis reports.

· IWAP SYSTEM- Enters completed work orders/jobs measure, and cost detail for the specific service or repair item (furnace, water heater, etc.) by labor or material code into the system for each account. Timely and accurately updates system to reflect the status of the specific measures of each work order forma information obtained from WX Director/Manager, Energy Auditors, and/or contractors(s).

· COMPLIANCE – Maintains records of compliance of CAGI Weatherization contractors. This includes a spreadsheet including renewal dates and keeping updated files for each contractor.

· CLIENT FILES- Systematic review of client files in accordance with the Measures Check List which prescribes required documents to include the client application, contracts, invoices, pictures, payments supporting documents for Shell, Mechanical and close out QCI documents, etc.

· SUCCESS FACTORS – Data driven, self-starter (demonstrated pattern of initiative); Attention to detail, organizational and financial analytical skills; Ability to effectively communicate financial data both orally and in writing; Ability to manage and organize work, set priorities, meet critical deadlines, and exercise professional judgement to make sound analysis and forecast decisions. Effective working relationships with team, contractors, auditors, and staff of diverse backgrounds.

 

ESSENTIAL FUNCTIONS:

· Maintains good attendance, punctuality, and the consistent demonstration of professional standard in way or courtesy, tact, dress, and diplomacy when interacting with clients in person and/or telephonically.

 

· Knowledgeable of the Indiana Weatherization Program Manual and the effective Weatherization Measures as mandated by the State.

 

· Provides Weatherization Program information, answer questions, directs call as appropriate via in-bound, out-bound calls and periodic ‘walk-in’ clients.

 

· Drafts correspondences for Weatherization Manager’s review, client status notifications, and/or responses in general.

 

· Ability to operate standard office equipment including personal computer, fax machine, calculator, and copier.

 

· Strong working knowledge of Microsoft Office Products (Word, Excel, and PowerPoint).

 

· Uses Excel to create tales/worksheets to enter, track and retrieve program data on weatherization applicants; track energy progress of work orders and enter status notes from Energy Auditors.

 

· Work with all levels of management and CAGI staff with direct interface with Weatherization Director, Weatherization Manager, Energy Auditors, Fiscal Support and Weatherization Contractors.

 

 

JOB REQUIREMENTS


The ideal candidate for this position should possess a high school diploma or GED, along with 2-3 years of experience in clerical, secretarial, or office roles. They should demonstrate a solid understanding of general office practices and procedures. Effective communication skills, both verbally and in writing, are essential for interacting with colleagues and clients. The ability to operate standard office equipment is required, and a typing speed of at least 35 words per minute is necessary for efficient data entry tasks. The candidate should also be willing and able to learn various computer applications relevant to the role. Additionally, they should demonstrate a commitment to following through on work assignments and completing tasks accurately and efficiently.

INDEPENDENT ACTIONS AND JUDGMENT:

Actions are controlled by Community Action policies and procedures, and by-laws governing non-profit organizations. Works with information of a confidential nature.

WORKING RELATIONSHIPS:

Working will all levels of management, Community Action personnel, and the public.

Position demands high levels of courtesy, diplomacy, and tact.

 

WORKING CONDITIONS:

Work is performed in a standard office environment. May be required to work beyond regular office hours (including evenings and weeks) to meet deadlines and serve the needs of the population, in which the organization serves. Requires sitting, standing, stooping, bending, and reaching with manual dexterity sufficient to operate standard office equipment such as computers, copy machines, telephone, and other office equipment. May require lifting up to 60 pounds. Requires normal range of hearing and vision.

 

Company DescriptionCommunity Action of Greater Indianapolis, Inc. (CAGI) is a nonprofit organization dedicated to the reduction and ultimate elimination of poverty among the clients in its service area. Currently, we served more than 40,000 households and 100,000 residents of Boone, Hamilton, Hendricks, Marion and Tipton Counties in Indiana. CAGI has pursued its mission since its incorporation in 1965, and the constellation of services we provide has grown and evolved as the shape and face of poverty has changed and the needs of our clients have changed. We are proud to be among the more than 1,000 Community Action Agencies in the country striving to achieve such outcomes for our constituents.Company DescriptionCommunity Action of Greater Indianapolis, Inc. (CAGI) is a nonprofit organization dedicated to the reduction and ultimate elimination of poverty among the clients in its service area. Currently, we served more than 40,000 households and 100,000 residents of Boone, Hamilton, Hendricks, Marion and Tipton Counties in Indiana. CAGI has pursued its mission since its incorporation in 1965, and the constellation of services we provide has grown and evolved as the shape and face of poverty has changed and the needs of our clients have changed. We are proud to be among the more than 1,000 Community Action Agencies in the country striving to achieve such outcomes for our constituents.