Weatherization and Housing Services Program Operations Specialist

Miami Valley Community Action Partnership•Moraine, OH

8d•Onsite

About The Position

Miami Valley Community Action Partnership (MVCAP) is seeking a detail-oriented and organized Weatherization and Housing Services Program Operations Specialist to support utility program operations within our Weatherization and Housing Services Department. This position plays an important role in ensuring utility programs operate accurately, efficiently, and in compliance with program requirements. Responsibilities include billing and invoicing, program reporting, data entry, client eligibility determinations, file compliance reviews, budget monitoring, and coordination with utility partners and state reporting systems. The ideal candidate will have strong organizational and analytical skills, excellent attention to detail, and the ability to manage multiple responsibilities and deadlines while working collaboratively with staff, clients, and external partners.

Requirements

High School Diploma or General Equivalency Diploma (G.E.D.) required.
Minimum of two (2) years of experience in administrative support, intake, client services, program support, compliance, or a related role.
Experience working in a client service or support environment.
Ability to use databases, case management systems, or comparable software applications.
Proficiency with computers and the ability to type efficiently and accurately.
Strong attention to detail and commitment to accuracy.
Strong organizational and time-management skills with the ability to prioritize multiple assignments and meet established deadlines.
Ability to perform basic mathematical calculations, including fractions, decimals, and percentages.
Ability to accurately read, record, interpret, and reconcile numerical information.
Ability to understand and follow technical manuals, written procedures, and verbal instructions.
Ability to gather, organize, classify, and maintain information related to programs, clients, and services.
Ability to accurately complete eligibility screening, application assistance, documentation, and recordkeeping.
Strong verbal and written communication skills.
Ability to clearly communicate program requirements, guidelines, and other information to clients and partners.
Empathy, patience, professionalism, and discretion when working with clients and handling sensitive or confidential information.
Ability to work independently while also contributing effectively as part of a team.
Ability and willingness to learn agency-specific software programs, systems, policies, and procedures.
Mandatory drug testing and background check.

Responsibilities

Prepare and submit accurate and timely utility program reports to support program oversight, monitoring, and informed decision-making.
Manage utility program billing and invoicing, ensuring accuracy, completeness, and compliance with applicable program, funder, and regulatory requirements.
Serve as a primary liaison with utility partners, including DP&L, CenterPoint, and EPP program representatives.
Determine and approve client eligibility for the Electric Partnership Program (EPP) in accordance with established program guidelines and documentation requirements.
Coordinate the acquisition, scheduling, and delivery of appliances associated with utility assistance programs.
Track, monitor, and reconcile utility program budgets and proactively identify spending trends to ensure expenditures remain within approved funding limits.
Complete daily data entry in internal and external systems with a high level of accuracy and timeliness.
Review client files to ensure all required documentation is complete, accurate, and properly organized according to program compliance standards.
Upload required monthly reports into LEEN and CARR systems in accordance with established reporting deadlines and requirements.
Collaborate with team members to obtain, verify, and resolve missing or incomplete documentation.
Conduct final compliance reviews to ensure client files, billing, and reporting meet applicable program and regulatory requirements before submission or approval.
Work collaboratively with cross-functional teams throughout the agency to support efficient and client-centered service delivery.
Respond to routine and non-routine telephone inquiries from clients.
Attend staff meetings, trainings, and professional development activities as directed.
Participate in occasional travel to support business needs and client meetings.
Perform other duties as assigned.