What are the responsibilities and job description for the Administrative Support Specialist position at Central Kentucky Community Action Council, Inc.?
JOB PURPOSE: The Weatherization Assistance Program (WAP) Administrative Support Specialist performs all duties as assigned by the Weatherization Assistance Program Director; Is responsible for the successful completion of WAP budgeting, cost allocation, account reconciliation, financial reporting, compliance, and other business duties as assigned; Must complete training as assigned; Must work cooperatively with Kentucky Housing Corporation and the CKCAC finance and Community Services staff.
RESPONSIBILITIES AND DUTIES:
Reasonable accommodations will be made to perform essential job functions for any individual with a disability as long as the reasonable accommodation does not impose an undue hardship.
HIPAA
All employees are required to maintain the confidentiality of private information. All employees must strictly adhere to HIPAA standards that govern use of sensitive and confidential information. Failure to do so will result in disciplinary action, including termination of employment.
Equal Opportunity Employer
Central Kentucky Community Action provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, national origin, age, disability, veteran status or genetics. In addition to federal law requirements, Central Kentucky Community Action complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
Employment-At-Will
Your employment with Central Kentucky Community Action is a voluntary one and is subject to termination by you or Central Kentucky Community Action at will, with or without cause, and with or without notice, at any time.
RESPONSIBILITIES AND DUTIES:
- Acquire knowledge of the Weatherization Assistance Program (WAP) partnerships, regulations, processes, and procedures
- Maintain CKCAC WAP Policies and Procedures Manual
- Maintain the WAP worksheet of previously weatherized dwellings and assist WAP Director in avoiding re-weatherization of dwellings.
- Receive client applications and supporting documentation from CKCAC Community Services Offices (CSO), check for accuracy, create new job file, and submit to DNE/EA.
- Assist CSO with creating client applications and updating application status in the designated database.
- Access FEMA website to download a Floodplain Firmette to ensure dwelling is not located in a floodplain.
- Assist WAP Program Director in following current priority list and in notifying clients of expired applications in a timely manner.
- Assist WAP Program Director in notifying clients of deferral status in a timely manner.
- Assist WAP Program Director in allocating WAP costs according to program policies and procedures.
- Check all Work Orders and client file documentation against vouchers and ledger reports to ensure accuracy, upload documentation, and enter job data into website designated by KHC.
- Submit monthly report and request payment on the pay management system as directed by KHC; Reconcile Agency accounts with WAP draws and reports.
- Allocate Department of Energy (DOE), Low-Income Home Energy Assistance Program (LIHEAP), and Bipartisan Infrastructure Law (BIL) funding to budget line items and reconcile budget with KY Housing Corporation (KHC) by submitting a budget modification when necessary.
- Work in cooperation with KHC and WAP Director to ensure compliance and take advantage of training opportunities as they arise.
- Assist the WAP Director with annual Compliance Review by making all financial documentation available to the reviewer and answering questions posed by the reviewer.
- Other duties as assigned.
- Proficient in Microsoft 365 applications, including Word, Excel, Outlook, and PowerPoint.
- Demonstrated expertise in administrative operations is required.
- Strong written and verbal communication skills.
- Ability to follow directions and complete tasks from start to finish.
- Capable of working both independently and collaboratively within a team.
- Effective time management and prioritization skills to handle multiple strict deadlines.
- Ability to sit or stand for extended periods as required.
- High school diploma or equivalent (required).
- Associate degree or higher in a related field (preferred).
Reasonable accommodations will be made to perform essential job functions for any individual with a disability as long as the reasonable accommodation does not impose an undue hardship.
HIPAA
All employees are required to maintain the confidentiality of private information. All employees must strictly adhere to HIPAA standards that govern use of sensitive and confidential information. Failure to do so will result in disciplinary action, including termination of employment.
Equal Opportunity Employer
Central Kentucky Community Action provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, national origin, age, disability, veteran status or genetics. In addition to federal law requirements, Central Kentucky Community Action complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
Employment-At-Will
Your employment with Central Kentucky Community Action is a voluntary one and is subject to termination by you or Central Kentucky Community Action at will, with or without cause, and with or without notice, at any time.