JOB DESCRIPTION

POSITION TITLE: Administrative Coordinator II

DEPARTMENT: Energy

FLSA STATUS: Non-Exempt

PAY GRADE: 5

REPORTS TO: Supervisor (Assigned to Multi-Service Center)

GENERAL DESCRIPTION OF DUTIES

The purpose of this position is to support the Agency’s needs by performing Front Desk Customer Service tasks for potential Program participants, and to support the Energy Assistance Program. The Administrative Coordinator II is responsible for conducting Customer Point of Entry Assessments as a means to identify customer need(s), and to provide information and make appropriate referral(s) to other available resources. Position assists with completing various division reports, and requests for information about division and Agency-wide initiatives.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Directs customer traffic in the Multi-Service Center, including monitoring customers and staff for compliance with all Health/Safety measures required for the site.
• Receives and responds to customer telephone calls, written, and email inquiries for service.
• Provides customers information on Community and Agency resources and special initiatives.
• Assists with data collection for and preparation of division Program reports.
• Collaborates on the development of division Program outreach/marketing initiatives.
• Assists with data entry, including monitoring/tracking outcomes of Assurance 16 internal Agency referrals.
• Assists customers with utilization of Center technology.
• Assists with troubleshooting day-to-day issues relevant to Energy Assistance applications and services.
• Processes “Bring Backs” returned by customers seeking to complete their applications for Energy Assistance.
• Assists with ensuring staff compliance to Captain and the “Steps-to-Success” (STS) Case Management process through the generation of Salesforce and Citrix reports.
• Assists with the Volunteer Income Tax Assistance (VITA) Program.

ADDITIONAL JOB FUNCTIONS

• Schedules appointments and meetings.
• Makes copies of customer documentation and Program forms.

• Processes site mail; answers phones; makes copies.
• Performs all other duties as assigned.

MINIMUM TRAINING AND EXPERIENCE

Education: Associate degree in the Human Services field from an accredited institution of higher learning preferred. Education may be substituted with experience on a year-by-year basis.

Minimum Years of Experience: Two (2) years in Office Administration; Two (2) years of experience working with clients that are burdened with high Energy needs are all preferred.

Demonstrate skills: Ability to work with individuals from diverse racial/ethnic and economic backgrounds required; Solid Listening, verbal/written Communication, and Customer Service Skills; Proficiency in computer technology, software databases, Microsoft Office Suites are all required.

Knowledge of: Human Services programs and outside community-based resources for basic needs are preferred.

Bilingual: English/Spanish preferred.

Driving Required: YES Agency Vehicle: NO Employee’s Own Vehicle: YES

Active Driver License in good standing required upon hire and throughout employment.

ADA COMPLIANCE

Physical Ability: Tasks involve light lifting - Ability to lift 10-20 lbs.; Sedentary to light work, involving some reaching, handling, fingering and/or feeling of objects and materials.

Sensory Requirements: Some tasks require visual perception.

Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.

MINIMUM TRAINING AND EXPERIENCE

Education: Associate degree in the Human Services field from an accredited institution of higher learning preferred. Education may be substituted with experience on a year-by-year basis.

Minimum Years of Experience: Two (2) years in Office Administration; Two (2) years of experience working with clients that are burdened with high Energy needs are all preferred.

Demonstrate skills: Ability to work with individuals from diverse racial/ethnic and economic backgrounds required; Solid Listening, verbal/written Communication, and Customer Service Skills; Proficiency in computer technology, software databases, Microsoft Office Suites are all required.

Knowledge of: Human Services programs and outside community-based resources for basic needs are preferred.

Bilingual: English/Spanish preferred.

Driving Required: YES Agency Vehicle: NO Employee’s Own Vehicle: YES

Active Driver License in good standing required upon hire and throughout employment.

ADA COMPLIANCE

Physical Ability: Tasks involve light lifting - Ability to lift 10-20 lbs.; Sedentary to light work, involving some reaching, handling, fingering and/or feeling of objects and materials.

Sensory Requirements: Some tasks require visual perception.

Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.