EHS Programs Assistant - MaineHousing - Augusta, ME |
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EHS Programs Assistant

MaineHousing | Augusta, ME

The Employer has temporarily removed this posting

Primary Purpose of Position: The EHS Programs Assistant will provide administrative support to the EHS management and department, and oversee the administrative functions and office systems. The position will require a general understanding of all EHS programs.

Core Functions
Management support
o Arrange essential mail in priority action order for management
o Prepare invoices, check requests and purchase orders for Director’s signature
o Review management’s calendar daily and offer support
o Implement processes to facilitate administrative support of EHS management
o Check deadlines on incoming requests and put preliminary work in play
o Monitor timelines for reporting and responses to client inquiries
o Schedule and coordinate meetings, appointments, and travel arrangements
o Plan, coordinate and implement special events and special projects
o Review content of website and program brochures; draft revisions for management’s review/approval
o Monitor and maintain office supplies inventory for management
o Update and track delegated tasks to ensure progress to deadlines
o Draft correspondence for management’s signature

Process compliance documents including inspection reports, monitoring reports, and letters
o Set up and retain filing system for all compliance documentation

Responsible for tracking outstanding compliance issues for EHS jobs
o Run monthly query and generate reports for compliance staff and sub-grantees on outstanding issues
o Track all monitoring findings to ensure timely resolution

Responsible for timely turnaround of environmental reviews for programs
o Process received environmental reviews for applicable activities
o Track to ensure timely turnaround

Administrative support
o Perform tasks associated with contracts, budgets, and work plans
o Read, screen and prioritize mail, direct to appropriate staff member as required
o Ensure printers are functional and stocked with paper daily
o Process weekly check request
o Track technical equipment inventory (ex. blower doors, infrared cameras, testing equipment)
o Process and place purchase orders
o Set up meeting rooms and supplies
o Record, compile, transcribe and distribute meeting notes
o Maintain Program Notice binders for applicable programs
o Maintain Automatic Call Distribution (ACD) groups for Weatherization, LIHEAP, and Home Repair
o Retrieve and distribute fax transmissions
o File and scan documents
o Create filing and mailing labels using Access, Excel and Word
o Maintain department lists

Records support
o Reorganize and maintain department’s shared file directory
o Maintain EHS (paper) filing system
o Document retention and archives
o Retrieve documents from filing system
o Create and maintain EHS public folders/shared contacts on Outlook

Other duties as assigned.

The starting hourly rate is $14.5677.

Skills and Knowledge
· Demonstrate strong PC skills using various software (spreadsheet, word processing, database)
· Ability to manage a wide variety of administrative functions with minimal supervision
· Excellent organizational skills and ability to prioritize and manage multiple and varied tasks
· Ability to proofread and edit for consistency and form.
· Demonstrate strong skills for initiative, attention to detail, and accuracy
· Information gathering and information monitoring
· Project coordination experience
· Ability to establish and maintain good working relationships with business partners

MaineHousing offers employees:

  • Free parking and access to the Rail Trail
  • A comprehensive benefits package: medical and dental insurance for employees, and eligible dependents including domestic partner
  • Health care and dependent care flexible spending accounts, life insurance, short-term disability, long-term disability, long-term care, voluntary vision, and two retirement plan options
  • Earned Time (18 days in your first year of service)
  • 12 Paid Holidays
  • Jury duty pay
  • Bereavement leave
  • Employee Assistance Program
  • Wellness Programs
  • Training and Professional Development Opportunities
  • Casual Fridays

Associates degree and a minimum of four years of experience working in an administrative role or a combination of six years experience and training preferred.

Posted On: 2018-01-03 11:00:33
Closing Date: Open Until Filled
Telecommute: No
Categories: Admin - Clerical, Non-profit
Job Type: Regular
Job Status: Full Time
Pay Type: Hourly Wage
Similar Jobs: Within 25 miles of 04330, Admin - Clerical, Non-profit

Additional Contact Info

353 Water Street
Augusta, Maine 04330
Contact: Jane Whitley, PHR