Program Specialist III

Description

PRIMARY PURPOSE

The Program Specialist III provides support to operations supervisors and managers in the day-to-day activities of the programs including customer, owner, client, and vendor contact. This individual also performs data entry, reconciliation of reports and job approvals as well as internal quality assurance of field staff.

ESSENTIAL FUNCTIONS (Majority of duties performed, but not to be all-inclusive or to prevent other duties from being assigned)

1. Point of contact for any customer service escalations. Provide customer service, follow up and issue resolution to any escalated issues.
2. Lead, direct, coach and mentor team on any new program information or training. Train new employees.
3. Handle fiscal responsibilities and input invoice and work orders in appropriate system as needed by location.
4. Assist management with the review, tracking and completion of contractor services and the issuance, tracking and completion of contractor additional work orders.
5. Assist in preparation, competition and transmittal of reporting to operations.
6. Process, verify, generate and reconcile expenses, work orders, invoices, and technician and contractor paperwork.
7. Track and maintain work status of contractors against identified program metrics and as defined by management.
8. Manage program inventory process including ordering, tracking, recording and reconciling field staff inventory needs.
9. Contribute to the continual development of processes and procedures to ensure successful operations.
10. Enter, track, and maintain data as needed, utilizing internal and external systems.
11. Analyze reports of operations team and recommend processes to initiate continuous enhancement.
12. Assists Supervisor with dissemination of higher level reports. Acts as backup when Supervisor is not available.
13. Conduct work in compliance with OSHA and company safety procedures.
14. Performs other duties as assigned.

Qualifications

JOB REQUIREMENTS (Experience, education, knowledge, skills & abilities required for competent performance in the job)

1. High school diploma or equivalent required. Associates Degree preferred.
2. BPI Building Science Principles and/or Building Analyst Certification as required by program and client guidelines.
3. Strong attention to detail and data validation skills. Sound logic and problem-solving skills.
4. Experience with managing conflict and settling disputes.
5. Ability to communicate clearly and effectively, in speech and writing, with customers, staff, managers, supervisors, contractors and clients.
6. Capability to stay organized in a fast-paced environment and meet deadlines in a detail-oriented manner.
7. Resourcefulness to meet tight deadlines and flexibility with fluctuating priorities.
8. Travel to other offices may be occasionally required.
9. Strong knowledge of Microsoft Office Suite. Intermediate Excel skills.
10. Proficient with Microsoft Office Suite, researching using the internet, and using office equipment such as a fax machine and scanner.
11. Perform the essential functions and physical demands of the position with or without accommodation.

PHYSICAL REQUIREMENTS (The physical demands of the job)

1. Consistently spending time sitting, typing, talking, walking and using repetitive motion.
2. Frequent use of eye, hand, and finger coordination enabling the use of automated office machinery, such as a computer.
3. Oral and auditory capacity enabling interpersonal communication as well as communication through automated devices such as the telephone.
4. Visual capacity enabling frequent use of computer equipment.
5. Medium work: ability to exert up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently and/or up to 10 pounds of force constantly to lift, carry, push, pull or otherwise move objects.

WORK ENVIRONMENT

1. The employee is not substantially exposed to adverse environmental conditions.