Administrative Support Specialist

Central Kentucky Community Action Council, Inc.•Lebanon, KY

About The Position

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.

Requirements

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).

Nice To Haves

Associate degree or higher in a related field (preferred).

Responsibilities

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.