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Office Assistant

Community Action of Greater Indianapolis
Indianapolis, IN
  • Expired: over a month ago. Applications are no longer accepted.
Job Description
SKILLS & EDUCATION REQUIREMENTS:
High school diploma or general education degree (GED) required. 2-3 years of clerical, secretarial, or office experience.
RESPONSIBILITES:
• MIP ACCOUNTNG SYSTEM-. Enters and tracks contractor invoices for services performed by account or homes under contract. 20%

• CLIENT FILES- Assembles and maintains client files in accordance with the Measures Check List which prescribes required documents to include the client application, contracts, invoices, pictures, payments supporting documents for Shell, Mechanical and close out QCI documents, etc. 20%

• IWAP SYSTEM – A. Enters completed work orders/job measures, and cost detail for the specific service or repair item (furnace, water heater, etc.) by labor or material code into the system for each account, B. Timely and accurately updates system to reflect the status of the specific measures of each work order form information obtained from WX Manager, Energy Auditors, and/or contractor communications. 10%
ESSENTIAL FUNCTIONS: 50%
• Maintains good attendance, punctuality and the consistent demonstration of professional standard in way or courtesy, tact, dress, and diplomacy when interacting with clients in person and/or telephonically.

• Knowledgeable of the Indiana Weatherization Program Manual and the effective Weatherization Measures as mandated by the State.

• Provides Weatherization Program information, answer questions, directs call as appropriate via in-bound, out-bound calls and periodic ‘walk-in’ clients.

• Drafts correspondences for Weatherization Manager’s review, client status notifications, and/or responses in general.

• Ability to operate standard office equipment including personal computer, fax machine, calculator, and copier.

• Strong working knowledge of Microsoft Office Products (Word, Excel, and PowerPoint).

• Uses Excel to create tales/worksheets to enter, track and retrieve program data on weatherization applicants; track energy progress of work orders and enter status notes from Energy Auditors.

• Work with all levels of management and CAGI staff with direct interface with Weatherization Director, Weatherization Manager, Energy Auditors, Fiscal Support and Weatherization Contractors.

SPECIFIC DUTIES AND RESPONSIBILITES:

1. Answer phone inquiries and help manage weatherization information.
2. Enters and retrieves data from IWAP and Charity Tracker systems.
3. Assist with maintaining waiting list and scheduling auditors for appointments.
4. Complete intake applications for clients applying for Weatherization.
5. Inventory – Maintaining record of all Weatherization Inventory/tools including in the Weatherization office and Weatherization vehicles.
6. Assist with weekly, monthly, and quarterly reports.
7. Attend training as recommended.
8. Other duties as assigned.
JOB REQUIREMENTS
• High school diploma or general education degree (GED) required. 2-3 years of clerical, secretarial, or office experience.
• Knowledge of general office practices and procedures.
• Ability to communicate effectively, verbally, and in written form.
• Ability to operate stand office equipment.
• Ability to type at least 35 wpm.
• Ability to learn various computer applications.
• Ability to follow through on work assignments.

INDEPENDENT ACTIONS AND JUDGMENT:
Actions are controlled by Community Action policies and procedures, and by-laws governing non-profit organizations. Works with information of a confidential nature.
WORKING RELATIONSHIPS:
Working will all levels of management, Community Action personnel, and the general public.
Position demands high levels of courtesy, diplomacy, and tact.

WORKING CONDITIONS:
Work is performed in a standard office environment. May be required to work beyond regular office hours (including evenings and weeks) to meet deadlines and serve the needs of the population, in which the organization serves. Requires sitting, standing, stooping, bending, and reaching with manual dexterity sufficient to operate standard office equipment such as computers, copy machines, telephone, and other office equipment. May require lifting up to 60 pounds. Requires normal range of hearing and vision.
Company Description
Community Action of Greater Indianapolis, Inc. (CAGI) is a nonprofit organization dedicated to the reduction and ultimate elimination of poverty among the clients in its service area. Currently, we served more than 40,000 households and 100,000 residents of Boone, Hamilton, Hendricks, Marion and Tipton Counties in Indiana. CAGI has pursued its mission since its incorporation in 1965, and the constellation of services we provide has grown and evolved as the shape and face of poverty has changed and the needs of our clients have changed. We are proud to be among the more than 1,000 Community Action Agencies in the country striving to achieve such outcomes for our constituents.

Community Action of Greater Indianapolis

Address

3266 N. Meridian Street

Indianapolis, IN
USA

Industry

Business