Vacancy Name
FIELD SUPPORT COORDINATOR - Anchorage
Vacancy No
VN705
Employment Type
Full Time Non-Exempt
Location
Anchorage-Central Office
Salary Range
32.00
Salary Period
Hourly
Benefits
Full time-eligible to participate in the benefit programs on the first day of the month after your 60th day of employment.
Job Details
JOB SUMMARY : Coordinates cost effective travel, purchasing and shipping of materials for the Weatherization Department programs. Assists with the development and distribution of procurement packages to vendors. Responsible for maintaining program and client files; collects data and assists with preparing monthly reports. Helps designing spread sheets and databases necessary to accurately track procurement activities.
ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES :
- Receives Weatherization client applications, housing survey forms and materials lists from field staff and processes them in accordance with established procedures.
- Compiles field housing survey information and develops a master bulk materials list for each work location.
- Help prepare supply requisition for bulk purchases for submission to vendors.
- Reviews invoices, to supply requisitions to verify pricing, quantity, and total cost.
- Develops and maintains spreadsheets and databases necessary to track materials to individual dwellings.
- Coordinates delivery of materials, equipment and supplies to project locations.
- Coordinates travel for field staff.
- Coordinates directly with vendors to reconcile any discrepancies relating to invoices, billings, supply requisition and other documentation associated with department procurement activities.
- Maintains comprehensive records to provide a continuous audit trail of department expenditures.
- Collects data and helps prepare draft monthly financial and program reports.
- Receives requests for client intake, emergency assistance, referrals, and call backs. Tracks status and maintains wait list as required to facilitate scheduling.
- Coordinates data input to the Weatherization Management Information System, trains other staff in use of weatherization program software.
OTHER RESPONSIBILITIES :
Provides up to date cost analysis of individual projects and summary of funding activities, as assigned.Performs additional work-related tasks as assigned by the supervisor.WORK ACTIVITIES :
Develops and maintains constructive and cooperative working relationships with others; actively looks for ways to help people.Uses computers and computer systems effectively to develop documents and formal business communications, enter data, create spreadsheets, and process information.Provides information to customers, co-workers and the general public by telephone, in written form, e-mail, or in person.Develops specific goals and plans to prioritize, organize, and accomplish work.Uses relevant information and individual judgment to determine whether events or processes comply with current program standards, laws, or regulations.Monitors and reviews information from materials, events, or the environment, to detect or assess problems.COMPETENCIES, SKILLS, AND ABILITIES :
Ability to read, comprehend, and follow established policies and procedures.Ability to manage work time well, prioritize and meet deadlines.Ability to exercise good judgement, courtesy and tact.Ability to establish a good rapport with people of diverse cultures and belief systems.Demonstrated ability to work effectively in a team environment.Must demonstrate sound judgment, professional boundaries, ethics, and ability to maintain confidentiality.WORK ENVIRONMENT / JOB CONDITIONS :
Agency is a mandated tobacco, drug and alcohol-free workplace.Develops and maintains constructive and cooperative working relationships with others.Uses computers and computer programs effectively to enter data, create spreadsheets and process information, and, develop documents, program and training materials.Develops specific goals and plans to prioritize, organize, and accomplish work.Able to endure work fluctuations, deadlines, and interruptions.Communicates with others outside the organization, representing the organization to customers, the public, and other external sources in person, in writing, or by telephone or e-mail in keeping with current policies & procedures.Must have the ability to operate the following equipment : desktop computer, telephone, copier, PC printer, and fax machine.PHYSICAL DEMANDS :
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly to grasp, type, see, talk, hear, and lift and carry 35 pounds of weight by utilizing proper lifting techniques and working in a safe manner. This position will also be performing physical activities such as climbing, lifting, balancing, walking, stooping, bending, and handling materials.Occasionally performs sedentary activities that require sitting for long periods and repetitive use of hands, wrists and arms for handling, positioning, moving materials, and manipulating things.Must be in good general health and free from serious physical, mental health and / or substance abuse problems.POSITION TYPE / EXPECTED HOURS OF WORK :
This is a full-time position. Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m. or hours vary with location. Occasional evening and weekend work may be required as job duties demand.
TRAVEL :
Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.
EMPLOYMENT REQUIREMENTS AND REQUIRED EDUCATION :
Must be at least 18 years of age.Must pass state and federal background checks, including fingerprints.BA plus 1 year or 5 years equivalent experience in accounting, business, or resource management related field.Possesses organizational skills to maintain daily work flow and meet project deadlines.Demonstrated effective oral and written communication skills including an ability to communicate among diverse groups of people.Well organized and able to handle multiple tasks simultaneously.Ability to prioritize and meet routine deadlines without direct supervision.Working knowledge of rural Alaska.Responsible work ethic with reliable attendance.Proven ability and willingness to be self-directed in problem solving and decision-making and perform basic assignment with little or no direct supervision while also working effectively as a team member.Demonstrated intermediate level of computer skills necessary in order to use and create documents and reports, spreadsheets, workshop materials and slide presentations, and to enter data into intricate database programs and proficient use of Microsoft Word, Excel, PowerPoint, Publisher, and Outlook.Must keep all matters concerning participants in strictest confidence as required by HIPAA privacy and the 42 CFR, Part II confidentiality regulations.Must be able to provide own transportation to meet work schedule requirements.Must have a valid driver's License and maintain a valid driver's license throughout the course of employment. Must provide a copy of current driving record from the Department of Motor Vehicles annually.Positions that require the employee to drive - i.e., running errands, going from site to site, etc.) Must have an insured vehicle, present proof of insurance, and maintain proof of insurance throughout the course of employment.PREFERRED EDUCATION AND EXPERIENCE :
Extensive knowledge of social, cultural and economic conditions in rural Alaska; cross-cultural experience working with Alaska Native people.Demonstrated proficiency with Microsoft Office software and experience with Weatherization Management Information System.Knowledge and experience in the transportation of bulk material orders to rural Alaska.BENEFITS :
As a full time, regular employee, you will be eligible to participate in our competitive benefits programs on the first day of the month after your 60th day of employment, including but not limited to :
Medical, Dental & VisionLife & Supplemental Insurance401K / Pension PlanFlexible Spending Account / Health & Dependent CareHealth Savings AccountEmployee Assistance Program20 days (160 hours) of accrued Paid Time Off12 Established paid holidaysMonthly Wellness Reimbursement
