Energy Grants & Business Data Assistant (20-25 hr/wk) $16.75-$17.76
Greenfield, MA Energy Department
Job Type
Part-time
Description

DEPARTMENT: Energy Programs

POSITION TITLE: Grants & Business Data Assistant

LOCATION: Greenfield 

STATUS: Non-Exempt

SUPERVISOR: Energy Grants & Business Manager


POSITION SUMMARY

The Grants & Business Data Assistant is responsible for entering client/vendor information plus supporting documentation into various databases and performing various other clerical duties for the Energy Department.    



ESSENTIAL RESPONSIBILITIES

  1. File client job folders for weatherization, heating systems and energy audits.
  2. Enter vendor information from contract packets into the CSG/eAssist database and Monday.com. Maintain vendor files with current licenses and insurances; up-to-date as needed.
  3. Assist in tracking bills and invoices that are submitted via mail, email and other platforms.
  4. Manage organization of contract files. 
  5. Assist Energy Department in the organization and maintenance of hard copy and electronic program files/folders, creating files as needed.
  6. Assist in creating the folders for tech audits/back-up to scheduler.
  7. Perform clerical duties such as filing, folder creation, data entry and mailing. 
  8. Use of Monday.com for internal jobs and vendor bill tracking. Assist with keeping the utility funders monday.com up-to-date with accurate information. 
  9. Communicate effectively with low-income clients and with vendors as needed.
  10. Maintain strict confidentiality of Energy Department records and clients.
  11. Comply with agency and funders’ paperwork requirements and procedures.
  12. Attend regularly scheduled supervision meetings, team meetings, mandatory agency trainings, and participate in professional development activities. 
  13. Performs related work as required. 


This does not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may be adjusted to meet the operational needs of the department.


Requirements

ESSENTIAL QUALIFICATIONS

  • A minimum of one year of experience in an office setting.
  • Experience with data systems.
  • Additional appropriate education may be substituted for one year of experience or additional directly related experience may be substituted for education.


SKILLS REQUIRED:

  • Proficient computer skills: using a mouse, email, Microsoft office suite.
  • Primary work is data and computer based.
  • Work as a cooperative and effective team member.
  • Excellent verbal (in-person and phone) and written communication skills
  • Excellent organizational skills and attention to detail
  • Sensitivity to cultural and socioeconomic diversity and the needs of individuals with low incomes
  • Demonstrated commitment to valuing diversity and contributing to an inclusive working environment. 


PHYSICAL DEMANDS AND WORKING CONDITIONS:

The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Requires sitting for long periods.
  • Working in an office environment.
  • Some bending and stretching required.
  • Extensive use of the telephone is required.
  • Manual dexterity required for use of calculator and computer keyboard.
  • Must be able to lift from 20 – 30 lbs.
  • Specific vision abilities required by this job include vision, color vision and the ability to adjust focus.
  • The work environment includes indoor office environments or comparable spaces, and community spaces, with occasional exposure to outdoor weather when traveling to outreach or meeting sites. The noise level varies by site.


AA/EOE/ADA

Employment is contingent upon successful completion of Criminal Offender Record check (C.O.R.I.) prior to hire and every three years. Complete the pre-employment screenings required for the Energy program contracts.



Salary Description
$16.75-$17.76 per/hr