Program Administrator

Do you thrive in a fast-paced environment where organization, customer service, and attention to detail make a real difference? Are you looking for a career where your administrative expertise helps improve the lives of individuals and families in your community?

We're seeking a motivated, organized, and service-oriented Program Administrator to support our Weatherization Program. In this vital role, you'll be the backbone of daily operations—coordinating projects, maintaining financial and program records, assisting customers through the application process, and helping ensure homes become safer, healthier, and more energy efficient.

As the first point of contact for many of our clients and community partners, you'll play an essential role in delivering exceptional service while supporting a mission that strengthens communities across our Rock and Walworth counties. If you're a proactive problem solver who enjoys balancing multiple priorities, working with numbers, and building positive relationships, we'd love to meet you.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Core Values

• Initiative: Selfstarter requires minimal supervision, requests additional assignments or responsibilities; suggest and implements improved work methods.
• Relationships: Projects a positive attitude and relate effectively with others to build strong working relationships built on a foundation of honesty, compassion and respect. Promotes and maintains appropriate professional boundaries.
• Problem Solving: Identifies problems, secures relevant information and implements solutions.
• Planning and Organizing: Establishes and manages work priorities; efficiently allocates time and utilizes available resources appropriately; effectively handles multiple assignments.
• Attention to Safety: Assists in the creation of a safety culture by working in a safe manner; reports unsafe situations and accidents; follows safety procedures; requests and uses safety equipment and safety techniques; and participates in safety training.
• Attendance/Punctuality: Team member is on time and prepared for meetings with participants and stakeholders internal and external to the organization.

Program Operations

• Perform daily/monthly accounting tasks for both Weatherization and Program Services including reconciling invoices, inventory and identifying discrepancies.
• Entering job completions and costing into HE and WORCS, close out files and create guidebooks, send out surveys.
• Verify forms for completeness and accuracy, enter data entry of auditor, crew, & or inspector forms into database as needed.
• Ability to identify and correct obscure process and data issues before the errors are processed outside of the department/organization.
• Prepare, process, and maintain various logs, schedules, reports and other manual and electronic recordkeeping systems related to the Weatherization and Program Services programs. Provide direction and technical support to providers and users of information regarding data requirements and status of paperwork.
• Review prospective and building records to assess, identify and target job opportunities that support meeting contract obligations for unit completion and job costs.
• Prepare and process applications to maintain sufficient job levels in the system to meet unit production commitments.
• Provide intake and application assistance to eligible customers.
• Provide education to customers regarding the Weatherization and Program Services Program processes and energy conservation.
• Responsible for incoming telephone calls, answering questions, and providing appropriate information and referrals internally and externally of the Weatherization and Community Action programs.
• Train new staff members on Weatherization administrative processes and procedures.
• Willing and able to step into the Lead Administrative Role as needed.
• Confer regularly with immediate supervisor, other personnel, and/or individuals outside the organization to plan and coordinate activities, exchange information, resolve problems.
• Understand the Weatherization and Program Services job process cycle including intake, contracts, electronic and hard copy file setup and management, invoices, costing, quality control, client education, and complaint process.
• Positively promote the Weatherization Program to potentials and community partners.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing (regular, bulk & UPS), and filing.
• Meet and greet visitors to the department and direct the appropriate staff.
• Maintain office supplies.
• Support staff in assigned projectbased work.
• Set up and coordinate meetings and conferences.
• Perform other related work as assigned within the scope of responsibility and skills required for the job.

The above statements reflect the general details necessary to describe the major functions of this position and are not intended to be a detailed description of all the work/functions that may be required

QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE:

• Associate degree in Business Administration or a related field.
• Minimum two years of experience in a responsible/confidential administrative position required or equivalent experience may be substituted for education at the discretion of the employer

LANGUAGE SKILLS:

• Requires excellent listening, verbal, and written communication skills, with strong attention to detail and accuracy.

MATHEMATICAL SKILLS:

• Knowledge of basic math facts: adding, subtracting, multiplying, dividing, fractions, and percentages.
• Ability to translate numbers to required reports.
• Ability to evaluate reports and spot numerical errors.

REASONING ABILITY:

• Ability to interpret a variety of instructions in written, oral, or diagram form
• Ability to solve problems requiring decisionmaking skills where limited standardization exists.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Access to reliable, licensed, insured driver and transportation.

OTHER SKILLS AND ABILITIES:

• Proficient in computer data entry and Microsoft Word and Excel applications.
• Strong interpersonal skills and ability to work effectively with a wide range of people of all ages, incomes, and cultural backgrounds.
• Strong service and organizational skills.
• Proficient in organizing and maintaining complex filing and records systems in a confidential office environment.
• Bookkeeping/accounting training or experience preferred.
• Ability to adapt and respond appropriately to the demands of various situations.
• Ability to work in fast paced environment with multiple interruptions.

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.

• Regularly required to sit; use hands to finger, handle and touch; and talk and hear.
• Often required to stand, walk, reach above shoulders and occasionally climb, balance, stoop, kneel, crouch or crawl.
• Occasionally lift and /or move up to 25 pounds.
• Required to use close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

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 noise level in the work environment is usually moderate.
• The employee must be able to concentrate in a fastpaced office environment with the ability to multitask and maintain accuracy within job duties

The job description does not constitute an employment contract between Community Action and the employee and is subject to change by Community Action as the needs of the department and the requirements of the job change.

Community Action, Inc. [CAI] is an equal opportunity employer. Community Action, Inc. does not discriminate on account of race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, marital status, physical or mental disability, military status or unfavorable discharge from military service. I understand that neither the completion of this application nor any other part of my consideration for employment establishes any obligation for Community Action Inc., to hire me. If I am hired, I understand that either Community Action, Inc. or I can terminate my employment at any time and for any reason, with or without cause and without prior notice. I understand that no representative of Community Action, Inc., has the authority to make any assurance to the contrary. I attest by submitting my application that I have given Community Action, Inc. true and complete information on this application. No requested information has been concealed. If any information I have provided is untrue, or if I have concealed material information, I understand that this will constitute cause for the denial of employment or immediate dismissal.

About Community Action Inc of Rock & Walworth Counties

Community Action, Inc. (CAI) is a nonprofit organization dedicated to reducing poverty in Rock and Walworth counties, Wisconsin. Founded in 1965 as part of the War on Poverty, CAI delivers locally tailored services including childcare, education, affordable housing, youth programs, weatherization, community development, a homeless shelter, and health education. As part of the national Community Action Agency network, CAI partners with United Way organizations and local service providers to lead collaborative efforts and expand its impact across the community.