Administrative Assistant

COMMUNITY RENEWAL TEAM INC•Hartford, CT

1d•Onsite

About The Position

The purpose of this position is to support the Weatherization Program by providing administrative assistance to the Senior Program Coordinator and the WAP Program Coordinator. The Administrative Assistant performs a wide range of clerical and program support functions for the Home Energy Solutions – Income Eligible (HES‑IE) Program and the DOE Weatherization Assistance Program. Responsibilities include completing administrative tasks, maintaining required documentation, assisting customers throughout the application process, supporting staff and contractors, and ensuring the efficient operation of daily program activities.

Requirements

High School diploma/GED required.
Excellent customer service and communication skills.
MS Office and database proficiency.

Nice To Haves

Associate degree preferred.
Two (2) years of related experience preferred.

Responsibilities

Answer telephone calls, provide general program information, and route inquiries appropriately.
Make referrals to other agency programs as needed.
Screen incoming calls from customers seeking Weatherization services, gather required information, determine whether an application is warranted, and send applications as appropriate.
Open and date‑stamp incoming mail (invoices, applications, etc.) and process all outgoing mail, including applications.
Provide a Weatherization Request Form to eligible customers currently receiving Energy Assistance, based on program guidelines, and follow through to processing.
Maintain a thorough understanding of Federal and State utility rules and regulations governing the Weatherization Programs, including HES‑IE and DOE‑WAP.
Maintain a thorough understanding of all required software systems (Agency STEPS, DEEP Hancock).
Work with the SHPO State office to obtain necessary approvals when required.
Ensure proper documentation is obtained from homeowners and contractors, including permits, lead‑safe documentation, and mold disclosures.
Ensure all work is entered into utility software systems prior to releasing single‑family and multi‑family work orders.
Gather required information to complete data entry for contractor invoices, review them for accuracy, and submit them to the appropriate funding source.
Utilize Hancock to track requests, audits, work assignments, inspections, and invoices.
Maintain a log of customers who have received applications and follow up as needed to move customers to “scheduled” status.
Follow up with homeowners on incomplete or improperly completed applications; assist them in obtaining required information and ensure full processing.
Qualify applicants by conducting eligibility checks using DOE‑WAP and utility‑based criteria.
Review customer information in the Energy Assistance Program database for accuracy and update records regularly.
Communicate with contractors and assist in scheduling inspections and job assignments.
Ensure the work area is clean, secure, and well maintained.
Perform all other duties as assigned.