LIHEAP Program Assistant - MaineHousing - Augusta, ME |
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LIHEAP Program Assistant

MaineHousing | Augusta, ME

The Employer has temporarily removed this posting

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

Education /Experience:  Associates Degree and a minimum of 4 years of responsible experience in administrative support or a combination of education and experience preferred.

Certifications / Licenses: A valid driver's license or the ability to reach off-site meetings as needed.

Core Functions:

  • Processes benefit returns.
    • Processes and logs “LIHEAP 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 “LIHEAP Benefit Request” form with benefit return. 
    • Updates tracking sheets and journal.
  • Monitors outstanding benefit returns to facilitate the reissue of clients’ benefits.
    • Contacts vendors about past due benefit return funds.
    • Notifies CAAs of missing “LIHEAP Benefit Return” forms.
    • Provides weekly status report to manager.
  • Processes fuel and wood vendor contracts.
    • Answers vendor inquiries about program participation.
    • Mails contract packets to prospective vendors.
    • 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 LIHEAP program
    • Assists with tracking program timelines and deadlines. 
    • Prepares, files, and maintains program records.
    • Collects, organizes and enters program data; compiles information as assigned. 
    • Prepares mailing and tracks return receipt of CAA program contracts, work-plans, and budgets.
    • Mails direct benefit checks and vendor vouchers.   
    • Distributes LIHEAP State Plan to interested parities and makes arrangements for advertising.    
  • 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 LIHEAP related meetings.

Other Duties:           

  • Forwards faxes to appropriate EHS staff (faxes are received electronically through the EHS Program Ops – Outlook mailbox).    
  • Provides administrative support to other programs as needed.
  • 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.  

The starting hourly rate is $15.6850

Posted On: 2018-04-23 14:25:20
Closing Date: Open Until Filled
Telecommute: No
Categories: Admin - Clerical
Job Type: Regular
Job Status: Full Time
Pay Type: Hourly Wage
Similar Jobs: Within 25 miles of 04338, Admin - Clerical

Additional Contact Info

353 Water Street
Augusta, Maine 04330
Contact: Jane Whitley