Program Operations Assistant

Department: Energy

Location: Downtown Boston - Tremont Street

Compensation: $37,000 / year

Description

Subsidized by the federal government’s Home Energy Assistance Program, ABCD’s home energy assistance program serves more than 24,000 low income, elderly and disabled residents each year in Boston, Brookline, Newton, Malden, Medford, Everett, Melrose, Stoneham, Winchester and Woburn. The Program Operations Assistant provides general assistance in outreach, intake, client inquires, supplies, daily mail sorting, incoming calls, filing, digitization, and coordinates special projects.

Key Responsibilities

• Oversees the flow of walk-in clients in the reception area and calls or visits from outside entities to business managers.
• Organizes and distributes outreach materials, applications, and agreements to intakes sites, human services community agencies, and staff.
• Tracks receipt and execution of internal and external program policy agreements.
• Manages supply orders, inventory, and distribution of program office supplies.
• Records documents submitted by clients via mail, fax, email, or upload to complete their Fuel Assistance application and attaches documents to the application for review.
• Prepares and mails weekly fuel vendor payments.
• Maintains log sheet for receipt of fuel applications from intake sites and manages digital tracking mechanisms.
• Maintains physical and digital filing systems in accordance with state and federal policies, including record retention guidelines.
• Assists with emergency vouchers for timely escalation of emergency applications.
• Assist with special projects, including local city/state or private grants, which provide additional assistance to clients in need.
• Supports the Client Services team by forwarding general calls to the appropriate staff and handling client call overflow.
• Supports program management in maintaining the department’s outreach calendar and preparation for outreach events and initiatives.
• Performs other related duties as required.
  
  

Skills, Knowledge and Expertise

• A minimum of high school diploma or equivalent and 1-3 years of related administrative experience required.
• Prior experience in general office work preferred.
• Must have good written and oral communication skills.
• Must be able to work sensitively and effectively with individuals of diverse educational, socio-economic and cultural backgrounds.
• Bilingual skills in Spanish, Chinese, or Vietnamese is required.

Expected Salary: $37,000 USD. Salary scales are set according to an explicit compensation policy and relevant market data. Due to funding restrictions and our strong focus on internal parity, this salary is thoughtfully aligned with the duties expected for this role, and offers are firm.

Why Work Here

• Make a Difference: Every day, your work directly impacts the lives of thousands in the Greater Boston community, empowering them and making positive, lasting change.
• Inclusive Environment: ABCD values the diversity of its workforce, with an inclusive culture that respects individuality and promotes collaboration.
• Continuous Learning: We offer numerous training and development opportunities, ensuring our staff remain at the forefront of community action methodologies and strategies.
• Comprehensive Benefits: At ABCD, we take care of our own, providing a competitive benefits package, including health coverage and retirement plans.
• A Legacy of Impact: Join an organization that boasts a legacy spanning over half a century, consistently championing the rights and needs of our community's most vulnerable.
• Teamwork & Camaraderie: Be a part of a passionate team, united in their mission to combat poverty, and ensure every individual can reach their fullest potential.