Vendor And Support Specialist - HEAP

Community Action Committee of Pike County

Position Title: HEAP Vendor & Support Specialist

FLSA Designation:

Non-exempt

Position Impact and Purpose…

The purpose of this position is to handle the responsibility of billing, invoicing, batching, and the entire payment process for the Emergency Home Energy Assistance Program (E-HEAP). This position will also aid the Program Coordinator - HEAP and Eligibility & Enrollment Specialist(s) by reducing the burden of the auditing and file review process to ensure program integrity. This position may be responsible to fill in or cover for other staff/positions as needed.

Responsibilities, Deliverables, Outcomes and Expectations

·         Provide the first point of contact for same-day appointments and clients who come in without an appointment

·         Provide position duplication (back-up) for Eligibility & Enrollment Specialist(s) for overflow appointments and busy times

·         Provide position duplication (back-up) and coverage for Eligibility & Enrollment Specialist when needed

·         Answer client questions through various in-person and digital methods including phone calls, emails, and walk-ins

·         Assist clients with various applications within the Social Services Department

·         Will have or gain the ability to enter client data and process applications through multiple program’s software

·         Must have or gain the ability to determine eligibility for all Social Service programs, including but not limited to:

o Home Energy Assistance Program (HEAP)

o Emergency HEAP (E-HEAP)

o Percentage of Income Payment Plan (PIPP)

o Neighbor to Neighbor (N2N)

o CAC’s Crisis Fund

o Low Income Home Water Assistance Program (LI-HWAP)

·         Compare similar programs and decide which program would give the client the greater benefit

·         Maintain confidentiality of all clients who come into the agency for assistance

·         Responsible for answering phones, general typing, and filing for all Social Service programs

Functional Area: 

Vendor Recruitment and Engagement

Estimated Effort:

40

%

Responsibilities, Deliverables, Outcomes and Expectations

·         Establish and maintain professional relationships with vendor representatives and act as liaison between clients and reps

·         Responsible for updating and maintaining the utility vendor lists as changes occur in vendor reps & contact info

·         Responsible for recruiting new utility vendors and providing them with an inside knowledge of how the programs work

·         Maintain existing vendors for Electric, Gas, Bulk Fuels, additional benefits, and HVAC repair.

·         Responsible for renewing annual Vendor Agreements with each vendor.

·         Responsible for managing billing payment process for E-HEAP benefits, including batching and invoicing.

·         Know or learn the payment processes in the OCEAN software as well as internal coordination with fiscal dept. staff

Functional Area: Program Support Estimated Effort: 30%

Responsibilities, Deliverables, Outcomes and Expectations

·         Responsible for client file audits and meeting required threshold of auditing for each program

·         Responsible for multi-tasking and managing competing priorities

·         Responsible to know or learn which task needs to take priority at any given moment

·         Responsible for meeting deadlines and requirements with each grant

·         Responsible for running reports and knowledge of report data so as to complete monthly and required reporting deadlines

·         Responsible for preparations and closeouts for the Summer and Winter Crisis Programs on time (using checklists)

·         Responsible for ensuring complete and accurate data entry into OCEAN, SalesForce, and iPartner during audits

Functional Area: Other Responsibilities Estimated Effort: 10%

Responsibilities, Deliverables, Outcomes and Expectations

·         Attend meetings, conferences, and training sessions related to the duties of this position and disseminate acquired information to appropriate individuals inside and outside the agency

·         Adhere to all agency safety policies and procedures

·         Work well with minimal supervision

·         Be a wealth of available resources in our county. Learn new programs when they become available

·         All other duties as assigned

Minimum Requirements…

Education: 

·   High School Diploma or equivalent.

Job-Related Experience:

·   Minimum of two (2) years clerical/office experience.

·   Computer/Scanner/Fax/Printer technical capability.

People Management Experience:

·   Not applicable.

Licenses, Certifications, and Accreditations:

·   Must have valid driver’s license, insurance, and less than 3 points on record.

Preferred Qualifications…

Preference given to an individual with knowledge and experience using Ohio Community & Energy Assistance Network (OCEAN).

Preference given to an individual with prior case management and customer service experience.

Preference given to an individual with Microsoft Excel capability/comfortability.

Working Conditions…

Position will be stationed at the Market Street location. Position will have their own desk, computer, dual-monitors, printer, and scanner. Position will know or learn how to operate all of this equipment. Work is fast-paced at times and involves multiple, sometimes competing priorities, including management of complex project details. Can involve moderate-to-high levels of stress. HEAP Program guidelines change frequently.