A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
Highland Park, MI Job Details $64,000 - $74,000 a year 9 hours ago Qualifications Microsoft Word Customer service Spreadsheets Driver's License Gmail Experience working with individuals from underserved communities
Full Job Description Scope:
Wayne Metro's Green and Healthy Homes department works to ensure that homes are safe, healthy, and affordable environments where families can learn, grow, and thrive. The Weatherization Administrative Manager is responsible for overseeing compliance and administrative operations that support the successful completion of Weatherization projects. This includes ensuring accuracy and completeness of client files, managing contractor procurement and invoice processing, and maintaining adherence to
BCAEO CSPM
guidelines. The position coordinates with internal program teams and support departments to prepare for and respond to funder and agency monitoring. The role also provides program-level budget and fiscal oversight to support effective business operations. This position works collaboratively with funders, external partners, and internal programs, including Weatherization and Home Repair services, to promote seamless service delivery and program compliance.
Responsibilities:
Support the Assistant Director of Weatherization and other management staff with the administration of Weatherization and Energy Efficiency programs implemented by the agency, either independently or in conjunction with other service providers. Review and approve completed Weatherization jobs for closure in EmpowOR. Reconcile invoice and work order and code invoices for payment. Assist with maintaining the average cost per unit of each Weatherization job. Assist with monitoring the program's average cost per unit target goals. Request, review and submit contractor documentation to ensure program compliance. Collect and organize external contractors' documentation. Input and manage program data through various databases. Remain abreast of programmatic requirements including contractor and Weatherization job documentation, Weatherization procedures and other regulations as are required by funding sources. Conduct reviews of program electronic and paper files to verify compliance with agency and funder requirements in preparation for external audit. Implement corrective action under the direction of your direct supervisor as needed. Participate in program audits and ongoing monitoring. Assist accounting with monthly verification of contractor information. Assist with implementation of program projects as assigned. Maintain a positive attitude towards assigned work, clients, and staff, and a willingness to work with others. Perform work in a professional manner that upholds Wayne Metro's policies and procedures. Other duties as assigned. Physical Requirements and Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This job operates in a professional office environment with a usually quiet noise level. This is largely a sedentary role and the employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to sit, frequently use hands and to talk or hear.
Minimum Qualifications:
Bachelor's degree or a combination of education and experience which is similarly appropriate. Experience in Accounting, Bookkeeping, Finance OR a combination of education and experience that is similarly equivalent is preferred. Knowledge of various Wayne County community resources that aid low-income people to reach self-sufficiency. Effective listening skills and professional communication skills, both orally and in written form. Strong interpersonal and communication skills and the ability to work effectively with a wide range of individuals in a diverse community. Demonstrate understanding of high-quality customer service. Possess strong planning and organization skills with attention to detail.
Minimum Competencies:
Ability to adapt to different demands; negotiate stressful situations; and work independently with a minimum of supervision. Ability to use sound judgment and initiative to analyze and resolve problems. Strong computer skills, including Microsoft Word, Excel, web-based technologies including Gmail, Google Apps, and internet navigation. Knowledge of and ability to use FACSPro preferred. Good interpersonal and professional skills including but not limited to professional appearance, tact, punctuality, and dependability. Ability to provide services for those persons facing economic, social, health, age, and educational barriers. Ability to work independently or in a team environment (as deemed necessary). Perform work in a manner that upholds Wayne Metro policies and procedures.
Licensing and Other Requirements:
Valid driver's license and reliable transportation. Although the Covid-19 vaccination is no longer mandated, it is encouraged. Wayne Metro will always prioritize the safety of our staff and clients.
Travel Requirements:
Ability to travel to various sites.
Work Hours:
Work to be scheduled Monday through Friday with specific hours to be determined by program needs. Other Duties Please note that 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. Wayne Metropolitan Community Action Agency is an Equal Opportunity Employer - EOE/M/F/D/V
