IIJA Program and Administrative Assistant

Program & CARDS Administrative Assistant – Weatherization Assistance Program (Region 2)

Organization: New North Carolina Project (NNCP)

Location: North Carolina (Hybrid)

Employment Type: Full-Time (Part-Time may be considered)

Reports To: Program Director

About Us

The New North Carolina Project (NNCP) is a nonprofit organization dedicated to empowering underserved communities across North Carolina. Through initiatives in housing, energy efficiency, and economic mobility, NNCP works to reduce energy burdens and improve quality of life for residents statewide.

Position Overview

NNCP is seeking a Program & CARDS Administrative Assistant to support the administration, documentation, and reporting functions of the NC Department of Environmental Quality (NC DEQ) Weatherization Assistance Program (WAP) for Region 2.

This role is critical to ensuring accurate data entry, complete client files, and timely reporting in compliance with WAP and IIJA requirements. The Assistant will work closely with program staff to maintain organized records, support billing documentation, and ensure all program data is entered correctly into CARDS (or the system of record).

Key Responsibilities

CARDS Data Entry & Reporting Support

• Enter and maintain accurate client and project data in CARDS (authorized staff only)
• Perform data quality checks to ensure completeness and accuracy prior to submission
• Generate reports and support internal tracking dashboards for program performance
• Coordinate with program staff to resolve data discrepancies

Client File Management & Documentation

• Maintain complete and organized client files (digital and/or physical)
• Verify required documentation is collected (income, utility bills, eligibility records, etc.)
• Ensure files meet compliance standards for audits and reimbursement
• Support secure handling and storage of sensitive client information

Billing & Reimbursement Support

• Assist in compiling monthly billing packages, including supporting documentation
• Track invoices, receipts, payroll documentation, and proof of payment
• Ensure documentation meets NC DEQ requirements for reimbursement submissions
• Support coordination between program and finance teams

Program Coordination & Administrative Support

• Provide administrative support to program staff (scheduling, tracking, coordination)
• Assist with intake workflow tracking and status updates (audit, install, QC stages)
• Support communication with subcontractors for document collection
• Maintain organized records and filing systems

Compliance & Quality Assurance

• Ensure adherence to WAP, IIJA, and NC DEQ documentation requirements
• Support internal file reviews and audit readiness checks
• Assist with maintaining confidentiality and data security protocols

Qualifications

Required:

• High school diploma or equivalent (Associate’s or Bachelor’s preferred)
• 2 years of administrative, data entry, or program support experience
• Strong attention to detail and organizational skills
• Proficiency in Microsoft Office (Excel, Word) and data systems

Preferred:

• Experience with government-funded programs or compliance-heavy environments
• Familiarity with CARDS or similar case management/reporting systems
• Experience handling sensitive or confidential data

Key Skills

• Data entry accuracy and attention to detail
• Organization and document management
• Time management and task prioritization
• Communication and coordination
• Compliance awareness and problem-solving

Benefits

• Insurance Options
• Paid time off (PTO) and holidays
• Professional development and training opportunities
• Flexible/hybrid work environment

Work Environment

• Mostly in-office; some hybrid work may be considered
• Primarily administrative with occasional coordination across teams
• Standard business hours with periodic deadlines tied to reporting cycles

Limitations and Disclaimer

The above position description is meant to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/ or abilities. To perform this position successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.

Continued employment remains on an "at-will" basis.

NNCP/NNCPF provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We actively recruit for diversity in our workplace, believing that a range of backgrounds, perspectives and experiences contributes to our mission.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Pay: $40,000.00 - $48,000.00 per year

Benefits:

• Flexible schedule
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance

Work Location: In person

Salary : $40,000 - $48,000