Administrative Manager, ECS

South Middlesex Opportunity Council • Framingham, MA • 3d ago

Summary: The Energy Conservation Services (ECS) Program Assistant provides administrative support for client and vendor scheduling and issue resolution as it relates to the Appliance Management Program (AMP), Utility Weatherization, DOE Weatherization (WAP), and DOE Heating Repair/Replacement (HEARTWAP) programs. The Program Assistant will also be responsible to process appliance work orders and maintain client and vendor files per stated requirements.

Why Work for SMOC?

Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.

Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.

Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.

403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.

Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.

Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

Primary Responsibilities:

Respond to all department calls and direct to the appropriate person as needed.

Provide client support and satisfaction and resolve outstanding client and agency/sub-agency issues.

Gather and sort department incoming mail and process all outgoing mail.

Provide primary scheduling activities for the Appliance Management Program (AMP); provide secondary scheduling support for WAP and HEARTWAP.

Assist in the preparation of appliance work orders, their distribution to vendors, the creation/monitoring of tracking reports, and the maintenance of work order system and files.

Support marketing/outreach activities for all single-family projects.

Assist in the proper maintenance of all client and vendor files, staying in compliance with DOE regulations and agency requirements as needed.

Engage all clients by understanding and addressing their needs whether within or outside the scope of work.

Attend and participate in team meetings as requested and communicate effectively with clients and staff in other areas.

Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.

Ensure compliance with program/department, agency and/or funder requirements, as well as, SMOC policies & procedures.

Other duties as assigned.

Knowledge and Skill Requirements:

Education: High school diploma or equivalent

Minimum years of related experience: 1-3 years preferred.

Basic reading, writing, and arithmetic skills required.

Knowledge of Microsoft Office and telephone protocol. Duties require professional verbal and written communication skills, prior clerical experience preferred.

Ability to work well in a very high volume and productivity environment, ability to handle potentially stressful situations and sensitivity to the needs of economically-disadvantaged clientele.

Valid MA driver's license and insurance.

Organizational Relationship:

Directly reports to Administrative Manager, Energy Conservation Services

Indirectly reports to Division Director, Energy Conservation & Loan Assistance Program

Indirectly reports to Division Director, Energy Conservation & Loan Assistance Programs

Direct reports of this position are none

Indirect reports of this position are none

Physical Requirement: Physical effort required to do the job: Mobility to use office machines, sitting, standing, ability to lift archive boxes filled with files.

Working Conditions: As part of the responsibilities of this position, the ECS Appliance Program Assistant, will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services. A successful background check is required.

Remote Work Option: Remote work is permissible in some positions at SMOC depending on the key functions and responsibilities. The Administrative Assistant position is eligible to work from home 0-20% of the week in scheduling coordination with the department manager.

We are an equal opportunity employer committed to diversity in the workplace

8am - 4pm : Monday - Friday

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