Heating Systems Program Coordinator

Summary/Objective 

Heating Systems Program Coordinator provides clients with heating system related services, such as repairs, replacements, and cleanings.

Essential Functions

• Understands and keeps current of Federal, State and utility program regulations pertaining to the HEARTWAP program and keeps program manager informed.
• Develop an annual production and spending plan for heating systems replacement and repairs for NSTAR, NGRID, HEARTWAP and CLC. Communicate and update program manager on changes and updates.
• Prepares and oversees yearly HEARTWAP program review by EOHLC staff.
• Process orders from auditors, HAC Intake, and referrals from SSCAC
• Determine eligibility of customer, Identify heating repairs, cleanings and system replacement needs.
• Prepare heating system work requests and submit to heating contractors
• Request and receive bids from contractors
• Receive approval for bids submitted to EOHLC
• Award/assign work to heating contractors
• Distribute Quality Inspection requests to auditors as required (% of repairs and replacements)
• Receive heating system invoices, enter expenditures into database
• Submit payment requests to Accounts Payable Department
• Export monthly expenditures report to EOHLC
• Approve payments to contractors
• Manage HVAC contractor files (licenses and agreements)
• Conduct procurement every two years.
• Submit monthly activity report to program director showing work in process and funds spent
• Outgoing and incoming communication with customers, heating contractors, fuel providers, department energy auditors, and outside agency contacts

Additional Duties

• Attend meetings and trainings as required
• Incorporates HAC’s Guiding Values into daily routine
• Inform supervisor of any situations that may create potential problems for HAC or the Energy Department

Required Qualifications, Education, and Experience

• Strong communication skills with contractors, customers, and vendors
• Strong computer skills including Office 365, Excel, and Sharepoint
• Accurate typing and data entry

Preferred Qualifications, Education, and Experience

• Bachelor’s Degree preferred

Physical and Mental Job Requirements

• Use of and/or subject to:
  • Computers/monitors
• Physical requirements:
  • Occasional lifting/carrying up to 20 lbs
  • Occasional bending
  • Constant sitting
  • Constant repetitive motion
  • Constant finger dexterity
  • Constant handwriting and typing
  • Constant visual perception
  • Constant visual inspection
  • Constant hand/eye coordination
  • Color distinction
  • Constant hearing
  • Constant speaking
• Mental requirements:
  • Understand and apply routine verbal and/or written instructions
  • Understand and apply non-routine verbal and/or written instructions
  • Understand complex problems and collaborate to explore alternative solutions
  • Organize actions to complete sequential and/or routine tasks
  • Organize and prioritize individual work schedule to manage multiple tasks and/or projects
  • Organize and prioritize the work schedules of others to manage multiple tasks and/or projects
  • Make decisions that have an impact on the individual’s work
  • Make decisions that have an impact on the immediate work unit’s operations and/or services
  • Make decisions that have significant impact on a department’s credibility, operations, and/or services
  • Make decisions that have an impact on the health and wellbeing of clients
  • Communicate and exchange routine/basic information
  • Communicate and explain a variety of information
  • Communicate in-depth information for the purpose of interpreting, and/or negotiating
  • Memorization/concentration
  • Learning/knowledge retention
  • Preparing/analyzing numerical figures
  • Analyzing/examining/testing data
  • Interacting with others

Work Environment

• The functions of this role are conducted in an office environment.

Hours of Work

• This role is paid on a salaried basis.
• Expected work hours are Monday through Friday 9-5, however, as a salaried position the individual is expected to work as required to complete the duties of the position.

AAP/EEO Statement 
The Housing Assistance Corporation (“HAC”) is committed to a firm policy in favor of equal employment opportunity and will abide by all applicable state and federal regulations by not discriminating against any applicant or employee on the basis of race, religion, color, creed, sex, age, national origin, citizenship status, marital status, sexual orientation, gender identity and expression, disability or veteran status.  Our commitment to equal employment opportunities shall include employment, upgrading, promotion, demotion, transfer, leaves or other absences from work, layoff, compensation and benefits, selection for training or other education, professional opportunities and conflict resolution.

It is also the policy of HAC to take affirmative action to employ and to advance in employment, all persons regardless of their status as woman, minority or individuals with disabilities or protected veterans, and to base all employment decisions only on valid job requirements.

Please inform us of any necessary accommodations required during the application process and/or at any time during employment.

Other Duties
Please Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.