Description

*Salary is commensurate with experience*

Job Purpose:

SDC Healthy Homes Lead Abatement Department reduces lead exposure in the City of Milwaukee homes. The Program Specialist will be responsible for customer service, enrollment, healthy homes education and program administrative tasks. Ensure accuracy and integrity through routine enrollment processes and work assignments. Support operations with administrative daily tasks to ensure the program process is accurate and documented. Provide excellent customer service to ensure customers understand the enrollment process and eligibility requirements. Conduct home visits with the local health department staff to work with the family’s enrollment. Also, provide customer service to internal and external partners and customers. 

Essential Duties:

50% Customer Service and Program Enrollment

• Provide excellent customer service to internal and external customers by phone and in person, including responding to inquiries and explaining departmental policies and procedures.
• Receive and record complaints including receiving, evaluating, responding, and assigning requests to the appropriate staff and follow-up on closing the complaint.
• Serves as the point person for referrals, application questions from the community and other departmental staff, maintaining knowledge of application and guidelines as they pertain to program requirements 
• Send, receive, review, and process program applications and collect necessary documentation to verify program eligibility requirements including state insurance and blood lead level history.
• Continually manages the application status in the database/excel workbook to inquiring families/ landlord waitlist. 
• Support Program Coordinator in sending communication regarding the status of the program to property owners and occupants including determining program eligibility and provide follow-up communication to the property owner regarding their application.
• Prepare and set up project folders for each customers job and refer property for the Lead-based paint inspections/ Risk Assessment
• Coordinate the process of Lead-based paint inspection/Risk Assessment and Work Scope: awards, manages Dropbox, saves, and updates project log.
• Maintain Database and E-Logs: Create and monitor spreadsheets for the program and Referrals to other resources
• Prepare and process correspondence, reports, and other documents, using Microsoft Word and other automated systems.

20% Conduct Home Visits to Provide Education and Deliver a Healthy Homes Kit

• As part of the contact attempts for the Referrals, the Program Specialist will coordinate a home visit to Education and deliver a Healthy Homes Kit. 
• Record contact attempts and final outcomes in the required Database

20%: Process and Track Invoices for the Assigned Programs

• Creates purchase requisitions and manages Web Purchasing process to ensure all invoices are processed timely
• Reviews all invoices for appropriate documentation and approval prior to payment
• Review and assist in maintaining compliance with procurement guidelines for all purchases
• Maintain all accounts payable reports, spreadsheets and agency accounts payable files
• Aid vendors by answering inquiries via phone and email
• Resolve issues pertaining to invoices and/or charges
• Manage the weekly invoice submittal to accounting and record keeping
• Obtain proper approval for each invoice and verify it meets pricing and procurement guidelines
• Assist with oversight of our expense system, perform necessary audits and provide customer support relating to expenses
• Assist in monthly, quarterly and end of the year reporting
• Update and upload approved project invoices in the required database

10% Additional Administrative Task as assigned.

• Prepare the final closeout reports and send customer satisfaction surveys
• Other Duties as assigned

Requirements

Skills/qualifications:

• Must have a strong background in customer service and administrative office skills.
• Must have the ability to maintain filing systems and proficient typing speed of 40 wpm minimum. 
• Must be experienced in Excel, Word, PowerPoint, and Outlook.
• Proven experience in high volume complex invoicing

Experience/Education/Training/Certifications:

• Minimum of a High School Diploma
• 2 years of successful office/ clerical experience with solid customer service, vendor management, and costing/invoicing & reporting.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions.
• While performing the duties and responsibilities of this position, the employee is occasionally required to stand and walk. The incumbent will regularly sit, and will frequently talk and listen and use hands handle or touch. Specific vision requirements for this position include close vision and the ability to adjust focus. During the performance of his/her duties, the incumbent will regularly lift to 10-25 pounds.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The employee works regularly in an office environment where the noise level is moderate. 

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by staff assigned to this position. They are not be construed as an exhaustive list of all responsibilities, duties, and skills required. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.