Fuel Fund Program Assistant

Air Comfort, Inc; City of Middletown (NY); On-site; USD 32,000 - 33,000; Part time

Job summary

RECAP seeks a Program Assistant to provide administrative support to the Fuel Fund Program. You will perform client intakes, manage documentation, and maintain accurate records in the database.

You will handle calls, emails, and in-person inquiries, support workshops and outreach events, and maintain confidentiality and professionalism in all interactions.

Qualifications

• Required two years of office administrative experience.
• Proficiency in basic computer skills including spreadsheets and data entry.
• Strong time management and organizational abilities.

Responsibilities

• Complete initial client intakes and request required documentation, over the phone or in person.
• Provide periodic follow-up with potential clients to obtain documentation.
• Maintain client files and enter client information into the database.
• Demonstrate strong verbal and written communication with clients in person, by phone, and via email.
• Perform clerical duties including answering phones, emails, and preparing materials for workshops, marketing, and outreach.

Skills

Office admin experience

Computer skills

Time management

Organizational skills

Tools

Spreadsheets

Data entry

Job description

Program Assistant

Department:Fuel Fund
Reports To:Fuel Fund Program Coordinator
Supervisory Responsibilities:None
FLSA Status:Non-Exempt
Salary Range:$23.00-$24.00 Per Hour Part Time

Position Summary

Provide administrative and clerical support to the Program Coordinator to help achieve the goals of the Fuel Fund Program.

Qualifications

Required Qualifications

• Preferred two years of office administrative experience.
• Proficiency in technical and interpersonal skills within the administrative field, including basic computer skills such as spreadsheets and data entry.
• Strong time management and organizational abilities.

Essential Functions

• Complete initial client intakes and request required documentation, either over the phone or during office visits.
• Provide periodic follow-up with potential clients to obtain documentation needed for the Fuel Fund Program.
• Maintain client files, enter client information into the database, and track documentation status.
• Demonstrate strong verbal and written communication skills when assisting clients in person, by phone, and through email.
• Perform clerical duties, including answering phones, responding to emails, and preparing materials for workshops, marketing, and outreach activities.
• Maintain a high ethical standard when handling client information and agency business.
• Promote teamwork and contribute to a positive, productive work environment.

Compliance Responsibilities

• Answer incoming phone calls and emails in a professional and timely manner.
• Prepare and organize materials for workshops, marketing efforts, and community outreach initiatives.
• Assist clients by providing information, answering questions, and directing them to appropriate resources.
• Ensure accurate and up-to-date client records are maintained within the database.
• Follow up with clients regarding missing or outstanding documentation.
• Maintain professional attire in accordance with the agency’s dress code.
• Display professional behavior and use workplace-appropriate language in all interactions.
• Show initiative, eagerness to learn new skills, and willingness to share ideas that improve team performance and job functions.
• Support agency goals by collaborating effectively with coworkers and fostering a team-oriented environment.

Physical Requirements

• Ability to lift, carry, push, and pull up to 15 pounds
• Frequent standing and walking.
• Ability to bend, stoop.

Work Environment

Work is performed in both office and field environments with exposure to varying weather conditions, noise, and maintenance activities. Personal protective equipment will be provided as required.

Behavioral Expectations

Employees are expected to:

• Demonstrate professionalism, integrity, and accountability
• Maintain confidentiality at all times
• Communicate respectfully and effectively with tenants, vendors, community partners, and coworkers
• Work collaboratively as part of a team while exercising sound judgment and initiative
• Support RECAP’s mission, values, and commitment to providing exceptional service

Reasonable Accommodation

RECAP is committed to providing reasonable accommodation to qualified individuals with disabilitiesinaccordance withthe American with Disabilities Act (ADA) and applicable state and local laws. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position unless doing sowould impose an undue hardship on the organization.

Additional Employment Requirements

RECAP is committed tomaintaininga safe and drug-free workplace. Pre-employment and, wherepermittedby applicable law or required by program regulations or funding requirements, periodic drug testing may be conductedin accordance withagency policy.

Equal Employment Opportunity Statement

RECAP is an Equal Opportunity/ Affiliation Action Employer. We are committed tofostering a diverse and inclusive workplace and prohibit discriminationand harassmentbased on race, color, creed, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteranstatus, or any othercharacteristic protected by applicable federal, state, or local law.

Disclaimer

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all duties, responsibilities, or qualifications. RECAP reserves the right to modify or assign additional duties as business needs require.