Program Assistant

Norwescap•Phillipsburg, NJ

4d•Onsite

About The Position

The Program Assistant supports delivery of Norwescap’s Housing & Community Development portfolio by assisting with outreach, coordinating home visits, verifying customer qualification documents, entering project information in required State databases, and submitting invoices to State, federal, and local funding sources. The position works closely with Housing & Energy Services Program Manager(s) and staff involved in weatherization, energy, and housing services, and interfaces with organizational personnel, customers, community-based organizations, and the general public. The role coordinates program intake and document verification, tracks customer folders through project closeout, supports project milestone coordination and monthly accounts receivable activities, records completed-unit measures, and assists with invoices, reporting, and regularly scheduled reports. It also requires communicating with customers and partners, supporting outreach, and handling sensitive information confidentially. The position operates in a relaxed, supportive office environment that encourages collaboration, creativity, and open communication. In-office attendance is necessary. The role routinely uses standard office equipment. Dress is casual, and the workplace includes regular team-building activities.

Requirements

High school diploma or equivalent required.
Strong understanding of program and project management.
Experience working in housing and energy services, social services, or related fields.
Strong understanding of housing and energy services programs and resources.
Strong understanding of case management principles, including needs assessment, service planning, and client advocacy.
Excellent communication and interpersonal skills, including the ability to engage effectively with clients, colleagues, and community partners.
Ability to manage multiple priorities and work effectively in a fast-paced environment.
Proficiency in Microsoft Office Suite and case management software.
Strong organizational skills and attention to detail.
Ability to handle sensitive information confidentially.
Proficiency in Microsoft Office Suite and experience with database management.
Ability to work independently and collaboratively in a team environment.

Nice To Haves

Associate degree or higher in social services, public administration, or a related field.
Knowledge of relevant local and federal housing regulations.
Knowledge of housing programs and resources.

Responsibilities

Coordinate intake and final verification of documents for weatherization, energy, and housing programs.
Coordinate customer folders as they move from intake to project closeout.
Coordinate with program managers when scope-of-work milestones are completed within project phases.
Support intake, evaluation/measures, and clearance for monthly accounts receivable.
Document measures of completed units in authorized New Jersey State databases, including HIMIS, HESWAP, UAP, and SAGE.
Assist with preparing invoices and reporting to State databases, including HIMIS, HESWAP, UAP, and SAGE.
Communicate with customers, vendors, community-based agencies, and others as needed.
Assist in preparing regularly scheduled reports.
Assist with outreach activities.
Handle sensitive information confidentially.