Data Coordinator

Summary/Objective

Through the Energy Department, Housing Assistance Corporation helps Income Eligible homeowners and renters across the Cape and Islands reduce their utility costs by conducting energy audits, weatherizing homes, and repairing or replacing heating systems.

The role of the Data Coordinator / Administrative Assistant is primarily to keep all required data and tracking sheets up to date for the department and 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, and Finance Coordinator.

Essential Functions

Data Input

· Submitting overage requests, major repair requests, heating system requests, and other items to funding sources on Monday.com and other platforms.

· Accurate and timely tracking / updating of job statuses on Monday.com and other platforms.

· Creating accounts in eAssist, primarily for multi-family residences.

· Process and distributing Aging Job Reports to auditors.

· Tracking Contractor Insurances, Certificates, Licenses, and 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 and order necessary office supplies.

· Attend meetings and training courses as required.

· Organize and store completed WAP Files.

· Creating Customer Education folders.

· Creating Multi-family Education packages.

· Ordering office supplies including lighting and customer packets as needed.

· As this is a newly created position, additional duties may be assigned.

Required Qualifications, Education, and Experience

· Moderate experience with MS Office products to include Word, Excel, Outlook.

· Accurate data transcription and 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 and guide them to eligibility for WAP HEARTWAP

● Communicate with customers and landlords via phone, email and letter to keep them apprised of the current state of their job.

● Coordinates between customers and 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 and 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, and related activities.

Job Assignments to Auditors

● Assign and schedule jobs to auditors by territory, certifications and availability.

● Updates schedules and communicates changes to all parties involved.

● Responsible for the accuracy of eligibility and client information included in all job files.

● Schedule regular quality control field visits for DHCD and utilities with direction from WAP Coordinator

Information Software

● Input accurate and timely information to EECP and eAssist.

● Make appropriate notes explaining delays and other pertinent information necessary for Funding Sources.

Reporting

● Regularly review outstanding job assignments and review any jobs over 90 days with the auditors. Communicates findings to WAP Coordinator.

● Submit a monthly job assignment report to WAP Coordinator.

Additional Duties

● Maintain and order necessary office supplies

● Respond to online requests for audits

● Attend meetings and trainings as required

● Organize and store completed WAP Files

Required Qualifications, Education, and 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, and Experience

● Associates degree

Work Environment

● The functions of this role may be conducted in a hybrid manner after a training / probationary period.

Hours of Work

● This role is paid on an hourly basis.

● The hours of work for this position are generally Monday through Friday, 8am to 4 pm

AAP/EEO Statement

The Housing Assistance Corporation (“HAC”) is committed to a firm policy in favor of equal employment opportunity and will abide by all applicable state and federal regulations by not discriminating against any applicant or employee on the basis of race, religion, color, creed, sex, age, national origin, citizenship status,

marital status, sexual orientation, gender identity and expression, disability or veteran status. Our commitment to equal employment opportunities shall include employment, upgrading, promotion, demotion, transfer, leaves or other absences from work, layoff, compensation and benefits, selection for training or other education, professional opportunities and conflict resolution.

It is also the policy of HAC to take affirmative action to employ and to advance in employment, all persons regardless of their status as woman, minority or individuals with disabilities or protected veterans, and to base all employment decisions only on valid job requirements.

Salary : $25 - $26