Position Summary

The Weatherization Specialist is primarily responsible for providing administrative and program support for the Weatherization program. This position plays a vital role in ensuring compliance with funding requirements and program guidelines by managing accurate data entry, maintaining detailed client files, processing eligibility documentation, and preparing necessary reports. The Specialist assists with scheduling, client communication, invoice processing, and tracking grant funding and program outcomes. In coordination with the Program Supervisor, this role helps oversee daily program operations, resolves scheduling or administrative issues, and reviews documentation to ensure quality and completeness.

Position Duties & Responsibilities

• Compile all data for weatherization and energy education files accurately and in a timely manner, including conducting and compiling job site surveys to ensure compliance with Davis Bacon, when applicable.
• Receive and process applications for the Weatherization Program, including collecting and verifying all required documentation.
• Meet with participants in person or by phone to assist with completing applications and determining program eligibility.
• Answer phone calls, schedule appointments, respond to inquiries about the Weatherization program, and refer calls to the appropriate program as needed.
• Coordinate with other agency departments and external organizations to provide referrals for programs and services, ensuring clients receive comprehensive support.
• Input accurate and timely data into multiple databases, in compliance with various funding source requirements.
• Complete client files and data entry with a high level of accuracy, while always maintaining confidentiality.
• Prepare and complete necessary paperwork related to program eligibility, job costing, utility rebate filing, and required reports.
• Assist the Program Supervisor with daily administrative and operational tasks.
• Support the day-to-day operations of the program, helping to resolve scheduling conflicts or other administrative issues in coordination with the Program Supervisor.
• Assist Program Supervisor in tracking grant funding and job completion rates, ensuring deadlines and compliance requirements are met.
• Assist in reviewing job files and evaluating work documentation completed by program staff.
• Process contractor invoices, generate check vouchers for payment, and notice of expected revenue forms for reimbursements in a timely and accurate manner.
• As needed, help develop, coordinate, and deliver energy education classes in a group or one on one settings. Support clients in identifying ways to improve household energy efficiency.
• Perform other duties as assigned by the Program Supervisor, including cross-training with other Weatherization staff.

Position Requirements

• Belief in ACCESS’ mission to provide food, warmth, and shelter.
• Minimum of 2 years of administrative, customer service, or similar experience.
• Bilingual in English and Spanish.
• Demonstrated ability to work effectively with customers and co-workers, sustain participant and interdepartmental confidentiality.
• Must be able to work independently and collaboratively as well as multitask in a variety of areas. Excellent record keeping and organizational skills.
• Excellent oral and written communication skills including interpersonal skills.
• Able to maintain sustained concentration with attention to detail.
• Experience with financial processes such as bookkeeping, invoice tracking, and basic accounting or budget reconciliation.
• Excellent computer skills including proficiency in software programs, including but not limited to Microsoft Office products and web-based applications.
• A valid Oregon driver’s license with a record that is acceptable under ACCESS’ insurance policies.