HEAP Program Assistant - MaineHousing - Augusta, ME | JobsInME.com
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HEAP Program Assistant

MaineHousing | Augusta, ME

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Title:   HEAP Program Assistant                            Department:  Energy & Housing Services

FLSA Status:  Non-Exempt

Primary Purpose of Position:  The Program Assistant provides administrative and technical support specific to the HEAP and the TANF Supplemental programs. Responsibilities include: processing benefit returns, handling vendor contracts and set-up, primary contact for client inquiries, and various administrative functions related to the HEAP and the TANF Supplemental programs.

Education/Experience: Education and two years of experience in administrative support or a combination of education and experience preferred.

Core Functions:

Processes benefit returns.

  • Processes and logs “HEAP Benefit Return Form” received from Community Action Agency (CAA).
  • Deposits checks electronically and processes paperwork.
  • Verifies servicing CAA and program year of the benefit return.
  • Matches up “HEAP Benefit Request” form with benefit return.
  • Updates tracking sheets and journal.

Processes TANF Supplemental payments.

  • Reviews vendor delivery tickets/invoices and transaction history reports.
  • Processes weekly payments.
  • Processes monthly issuance of Credit Notification Reports, direct checks, and utility payments.

Monitors outstanding benefit returns to facilitate the reissue of clients’ benefits.

  • Contacts vendors about past due benefit return funds.
  • Notifies CAAs of missing “HEAP Benefit Return” forms.
  • Provides weekly status report to manager.

Processes fuel and wood vendor contracts.

  • Prepares, mails, and tracks receipt of contracts/amendments.
  • Sets up/maintains vendor information in MERAC Management (i.e. address, ID number, banking info).  Notifies finance of vendor ID number changes.
  • Updates website and participating vendor list, and sends notification to CAAs.

Assists with the annual consumption report process.

  • Tracks, logs, and reviews incoming (vendor) reports.
  • Coordinates data entry in MERAC.
  • Contacts vendors about discrepancies and past due reports.

First line of response to inquiries from partners and public.

  • Provides basic program information and policy clarification to partners and clients via telephone, email, and fax.  Refers complex situations to Program Officer.
  • Responds to website inquiries.  Refers complex situations to Program Officer.
  • Develops tracking mechanism to assure timely responses.
  • Assists with program communications, including correspondence and meetings.

 Provides administrative support for HEAP and TANF Supplemental programs

  • Prepares, files, and maintains program records.
  • Collects, organizes and enters program data; compiles information as assigned.
  • Mails direct benefit checks and vendor vouchers.

Participates in department and team meetings to identify and implement process improvements

  • Attends meetings, performs research, and collects data for assigned tasks.
  • Takes minutes for HEAP related meetings.

 Other Duties:

  • Forwards faxes to appropriate EHS staff (faxes are received electronically through the EHS Program Ops – Outlook mailbox).
  • Provides coverage during Program Officer’s absence.
  • Serves as backup for the distribution of daily mail for department.
  • Performs other duties as assigned.

 Skills and Knowledge:

  • Demonstrated high-degree of accuracy and attention to detail.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to establish and maintain good working relationships with business partners
  • Excellent telephone skills.
  • Strong project management skills, time management, and organizational skills
  • Strong problem solving and analytical skills
  • Strong PC skills using Microsoft Word and Excel.
  • Ability to think and act independently and take initiative when needed.
  • Ability to develop new ideas and communicate them clearly to management.
  • Ability to multi-task, and work with minimal oversight.

Working Conditions: Fast paced environment with multiple priorities, interruptions & deadlines. The majority of the responsibilities will be performed within the MaineHousing facility.

Reports To: Manager of HEAP and Financial Reporting

Supervises:  No one

Band B:    The starting hourly rate for this position is $15.6850 plus we offer a comprehensive benefits package.  Please visit our website at www.mainehousing.org/careers to learn more.



Posted On: 2018-10-18 12:00:03
Closing Date: Open Until Filled
Telecommute: No
Categories: Admin - Clerical, Finance
Job Type: Regular
Job Status: Full Time
Pay Type: Hourly Wage
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