Administrative Assistant (Energy Conservation and Housing Rehab component)

Roanoke, VA

  • Department: Energy Conservation and Housing Rehabilitation
  • Posting Date: 4/20/22
  • Closing Date: Open until filled
  • Salary: $18.00-$20.00/hr
  • Code: AA-ECHR

CLASSIFICATION:  Non-Exempt

DEFINITION AND PURPOSE:

The Administrative Assistant is responsible for performing a variety of secretarial and administrative duties in support of the efficient and effective operation of the TAP ECHR Program.  This person staffs the front office and serves as one of the first contacts for clients and visitors that seek program services.

 

ORGANIZATIONAL RELATIONSHIPS:

Supervised by: Administrative Manager

Supervises:  No one

Coordinates with:  Specified programs, All Other Program Staff, Community Partners, Clients and Volunteers

 

RESPONSIBILITIES:

  • Serves as receptionist for ECHR
  • Greet visitors and refer to appropriate personnel
  • Assist intake specialist with new client applications to include:
    • Obtaining necessary client information for program income guidelines.
    • Obtain necessary client information to complete application.
  • Receive telephone calls and relay messages to appropriate personnel
  • Assist intake specialist with sending information to clients via mail or email
  • Prepare files for appropriate services in coordinating file color and ensure that client is listed work schedule.
  • Assist with preparing accounts payable for accounting department.
  • Maintain all waiting list for all programs provided by ECHR
  • Assist intake specialist entering client information into multiple computer software programs
  • Assists with the preparation and submission of DHCD quarterly report.
  • Assists utility coordinator with projects as needed.
  • Processes weatherization client calls and other correspondence.
  • Make daily mail runs to TAP Corporate office.
  • Assists outreach workers in Covington with records and applications for assistance as well as provide information to outreach workers with regard to program changes.
  • Provides outreach visits to individuals physically unable to come to office to apply for weatherization services.
  • Assists Co-Director, Administrative Manager or Operations Manager as needed.
  • Works in a team setting and assist the team as needed or directed by the Co-Director, Administrative Manager or Operations Manager.
  • Perform other miscellaneous tasks as assigned by the Co-Director, Administrative Manager or Operations Manager.

 

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

  • Must have excellent clerical skills and possess verbal and written communication skills.
  • Must have a basic knowledge of program procedures.
  • Must be proficient in MS Office to include Word, Excel and PowerPoint.
  • Must have the ability to manage time to ensure all files and MIS data are maintained accurately and up-to-date.
  • Ability to plan and prioritize tasks in order to meet deadlines.
  • Attention to detail and the ability to work independently and in a team environment is an essential component of this position.
  • Learn job related materials primarily through oral instruction and observation.  This learning takes place mainly in an on the job training setting.
  • Must demonstrate effective oral and written communication skills.

 

TRAINING, EDUCATION AND EXPERIENCE:

  • Two year of college coursework or business related curriculum
  • Three years’ experience in secretarial or administrative assistant position
  • Ability to type accurately at a rate of 65 WPM
  • Knowledge of proper business English, spelling and grammar

 

SPECIAL REQUIREMENTS:

  • Must have a valid Virginia Drivers License and must have good driving record for insurance purposes.
  • TAP is a mandatory COVD vaccine employer
  • Must be free to travel as necessary.
  • Must pass drug screening.
  • Some positions require positive complete background screening including:  criminal, sex offender and child protective services.
  • Must be able to communicate effectively on the phone, email and in writing.

 

This description provides information regarding the essential functions of the designated job, and general nature and level of work associated with the job.  It should not be interpreted to describe all the duties that may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.

 

Every TAP employee shares in TAP’s responsibility to “Mobilize Community Resources” in support of TAP’s anti-poverty efforts.

 

TAP hires only U.S. Citizens and lawfully authorized aliens.

 

Equal Opportunity Employer/Drug Free Workplace

Bilinguals Encouraged to Apply