Administrative Specialist

OUR MISSION: MWVCAA invests in people and their futures to reduce the impacts of poverty

Working at MWVCAA means becoming part of a mission-driven community dedicated to equity, dignity, and opportunity for all. We offer competitive pay, a rich company culture that values diversity, and an array of benefits - but we consider the best benefit here to be the reward of helping those in our community live better lives. Come find meaningful work and bring your skills as an Administrative Specialist.

Your main responsibilities will be tracking the status of jobs, contracts and awards, facilitating the processing of funds requests, and processing bills for payment and providing office support to the Weatherization and Energy Program Director. Being on this team means you will get to help make the planet greener, on a team that truly fosters your career growth. Apply today to help create safer, healthier, and more energy-efficient homes - one household at a time.

MINIMUM QUALIFICATIONS The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

• High school diploma or General Education Degree (GED)
• Associates degree in Accounting, Business or related field; and 2 years of experience in an accounting or administrative support field; or any equivalent combination of education and

OTHER QUALIFICATIONS

• Ability to work occasional evenings and weekends as necessary.
• Bilingual preferred, not required.

CERTIFICATES, LICENSES, REGISTRATIONS

• Driver qualifications are required for this position. Valid driver license, insured vehicle available for use on the job, and a satisfactory drive record for the previous three years are required.
• Candidate must pass a comprehensive MWVCAA background screening prior to employment.
• Candidate must pass pre-employment and random drug/alcohol screenings.
• Grants' knowledge preferred.

WHAT YOU WILL DO TO SUPPORT THE COMMUNITY This job description is not intended to be all-inclusive. Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

• The person in this position will be expected to possess a high degree of initiative and motivation along with effectively follow procedures and work in an energetic and dynamic office.
• Exercise judgment, personal initiative and discretion to perform complex administrative work with particular attention to detail.
• Works in partnership with the Weatherization/Energy and Financial Services Departments on policies and procedures for, and assists with developing, implementing and maintaining a system for, tracking the status of jobs, contracts and awards by funding source. Ensures that consistent information is provided to funder by the Weatherization, Energy and Financial Departments.
• Provide high-level administrative support to Program Director's and Weatherization/Energy teams.
• Produces reports on a scheduled basis.
• Assists the Program Director's with maintaining timely payment batching processes and funding requests.
• Perform clerical functions such as preparing correspondence, scheduling appointments, working with templates and contracts.
• Maintain cleanliness of office area, order supplies, and purchase needed equipment.
• Establish and maintain cooperative and productive working relationships with internal and external contacts
• Assists with setting up invoices for payment and working in partner with the finance team in accordance with agency procedures.
• Prepares journal entries as needed.
• Manage the complete contract lifecycle, including tracking renewals, processing contract amendments, and overseeing supplier terminations.
• Generate routine billing, revenue, and accounts receivable reports for management and finance teams.

SUPERVISORY RESPONSIBILITIES

There are no supervisory duties in this position.

PHYSICAL AND MENTAL DEMANDS Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Occasionally lift up to 25 pounds.
• Manual dexterity for handling office equipment.

WORK ENVIRONMENT

• Indoor, office work environment with frequent interruptions and demands.
• Working with coworkers/clients over the phone and in-person.
• Occasional noise and distractions in work spaces.

WHAT WE OFFER

• 401k contribution after 1 year
• Employee Assistance Program
• Life insurance
• Health, Vision and Dental Insurance
• For some positions, employees may be eligible for company‑sponsored continuing education

MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender expression, age, veterans, and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process, or reasonable accommodations to perform the essential duties of the position, please notify a member of our team at (503) 585-6232.

**This is a partial list of essential duties and responsibilities. To review the full job description, download below.

Note that compensation for each role at MWVCAA is based off a number of factors such as experience and education.

If you need ADA accommodations to apply for MWVCAA job openings, please contact Human Resources at HR@mwvcaa.org or call 503-585-6232 to ask for a HR Team Member.