Office Operations Supervisor

POSITION TITLE: Office Operations Supervisor

DEPARTMENT: Energy Department

REPORTS TO: Program Production & Installation Manager

EMPLOYMENT STATUS: Full time, Exempt

PROGRAM SUMMARY

PACE Energy Department provides Home Energy Assistance, Weatherization and other services to low-income residents of the greater Los Angeles area. These programs provide utility bill assistance and install measures to help improve the energy efficiency, safety and comfort of eligible homes or apartment renters. The new employee will be hired under a contract between PACE and the State of California Department of Community Services and Development (CSD) to implement programs of Low Income Home Energy Assistance Program (LIHEAP), Department of Energy (DOE) Weatherization Assistance Program (WAP) and other contracts. PACE also implements the Energy Savings Assistance Program funded by Independently-Owned Utility Companies and other outreach and information programs about no-cost, energy-saving home improvement services to income–qualified renters and homeowners.

POSITION RESPONSIBILITIES & DUTIES:
The Office Operations Supervisor will manage and supervise the work activities and assignments of staff that are with the Outreach/Intake and Reports/Documentation Sections of the LIHEAP Weatherization Operations. S/he will work closely with the Department Director and the Program/Production & Installation Manager to ensure the smooth flow of office work required by the LIHEAP Weatherization program. In general, the Office Operations Supervisor will:

Assist in the recruitment, interview and hiring or eligible candidates for vacant positions under his/her supervision;

Assist with the development of program policies and procedures, marketing strategies and approaches to improve work flow, increase program efficiency, streamline program operations;

Assist with development of various program forms, materials, public communication strategies and marketing materials to ensure program goals, timelines and expenditure levels are met;

Develop a training program for employees under his/her supervision in order that they are kept abreast with program developments and their skills and knowledge levels are improved as well as boost employee confidence and productivity;

Oversee/supervise, assign work assignments to all staff under his/her supervision and follow up/follow through with completions per established deadlines and in the prescribed manner;

Review all reports required and submitted by supervised employees to ensure their accuracy and completeness;

Evaluate work performance of all employees under his/her supervision on an annual basis and develop a Performance Improvement Plan, if needed;

As a member of the Management Team, contribute analytical and critical thinking assessments, recommendations and reports that will result in a more efficient and effective program functions.

Specifically, the Office Operations Supervisor will:
Outreach/Intake

Help recruit, interview and recommend the hiring of the most qualified applicants to vacant positions;

Train employees, as needed to perform outreach and intake activities and identify training, workshops, conferences and other activities or events where staff’s outreach and intake knowledge may be improved/strengthened;

Develop new strategies and out-of-the-box solutions to increase outreach and intake production;

Monitor the schedule and performance of Outreach and Intake Specialist/s to ensure there is a steady stream of buildings that can be evaluated for qualified services and eligible residents can be enrolled to receive eligible assistance;

Review and process signed Property Owner’s Authorization (POA) to ensure completeness and accuracy;

Assign buildings or houses to Intake Specialists where POAs have been signed to enroll tenants/residents to participate in the LIHEAP Weatherization Program;

Evaluate/review clients’ intake applications from time to time to ensure these are complete and accurate and all required documents are submitted;

Monitor and evaluate performance of Outreach and Intake staff to ensure assigned work is accurately completed and program protocols are observed.

Evaluate work performance of employees and discuss issues, areas of improvement and strengths;

Develop a Performance Improvement Plan for staff, if needed;

Review compensation and/or commissions paid to Outreach and Intake Specialists and recommend appropriate adjustments based on competitive studies, if needed.

Reports & Documentation

Assist in the recruitment and interview of applicants to vacant positions and recommend most qualified for hiring;

Assign, supervise, monitor and review work of staff for completeness, accuracy and timeliness;

Work closely with the Procurement & Warehouse Supervisor and Program Specialist to ensure per dwelling field reports are reconciled to daily usage reports;

Track and monitor crew labor costs to ensure that these costs are being reported accurately;

Coordinate closely with Finance Officer/s to reconcile program financial reports;

Ensure completeness and accuracy of required documents in client files such as client eligibility requirements, assessment/inspection field reports, invoices, permits/inspections, job sheet detail reports and other necessary supporting documents and ensure compliance to confidentiality agreement to protect confidentiality;

Generate demographics, material usages and monthly physical reports on a regular basis from spreadsheets and from in house database programs and submit these for review to Energy Director/ Program/Production & Installation Manager in a timely manner;

Take the lead role in the daily processing functions such as: data entry, generating various reports, completing files, attending to walk in clients, etc.;

Monitor all contracts’ expenditures and recommend allocation budgets to meet the contracts’ terms.

Assist in the daily scheduling of installation/production crew and provide necessary paperwork relative to identified/scheduled unit/s, buildings or residences, as necessary;

Provide backup coverage and general support for activities including, but not limited to community liaison, property owner outreach, client enrollment, education, telephone coverage, filing and data entry;

Ensure that compliance to PACE and program guidelines are practiced at all times;

Recommend compensation, promotion, demotion, disciplinary action or termination of personnel, as appropriate;

Provide other necessary support functions as may be required from time to time.

QUALIFICATIONS, EXPERIENCES & SKILLS:
Associate’s Degree required; Bachelor’s degree preferred from an accredited college, preferably in Accounting.

A minimum of two (2) years related experience can be applied in lieu of an AA degree;

A minimum of one year experience in preparing monthly CSD EARS reports, and the processing, review and data entry into ServTraq as well as reconciling financial reports may be applied in lieu of supervisory experience;

Capability to analyze operational flow and identify bottlenecks, areas of improvements and strengths and recommend new processes, develop policies and procedures to resolve issues, problems and improve flow of work for greater efficiency in the outreach and intake process.

Analytical and a methodical mindset that enables him/her to accurately input and process program data into ServTraq, transfer the same into the EAR System and submit required reports in a timely manner;

Excellent communication skills (oral and written) as well as proficiency with Microsoft Office and other popular computer programs.

Ability to recommend new processes, develop policies and procedures and implementation to ensure compliance and efficiency in data entry and preparation of required reports for submission in a timely manner;

Extensive knowledge of the Weatherization Program guidelines and concepts and capability to apply these policies and guidelines in reports and documentation preparation and submission;

Monitor program operations to ensure program compliance at all times;

Pass all required training courses, as applicable;

Work flexible hours since bulk of job activities and tasks require working during off hours and weekends;

Bi-lingual in an Asian, Spanish, Russian or Armenian language is highly desired.

PHYSICAL DEMANDS:
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee is occasionally required to stand and walk. The employee must be able to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

SPECIAL REQUIREMENTS:
The successful applicant must:
Pass PACE’s pre-employment background verification and physical examination that includes drug and alcohol testing.

Have a reliable and continuous use of an automobile/transportation with adequate insurance coverage. S/he must maintain a valid California driver’s license and adequate insurance coverage for the duration of his/her work with PACE.

Have a good driving record and must present a DMV driving record print out upon interview.

Typically, travel is required throughout Los Angeles County, and occasionally to other areas as needed, during the business day using the incumbent’s personal vehicle. Possible travel during evening hours, out of the-area.

COMPENSATION:
on experience, certifications and training. PACE offers generous benefits.

APPLICATION PROCEDURES:
Applicants must submit a PACE application form, existing PACE staff must complete a letter of interest along with an updated resume. Resumes are not accepted in lieu of application materials. Interested individuals may obtain an application from the Human Resources Department, Pacific Asian Consortium in Employment, 1055 Wilshire Blvd. Suite 1428, LA, CA 90017. Tel: (213)989-3107, Fax: (213)353-1227, Email address: [email protected] / website: www.pacela.org .

APPLICATION DEADLINE: Until position is filled

PACE is a private not-for-profit corporation that provides employment, small business assistance, Education, housing and other community services in the Los Angeles City and County areas. PACE is an equal opportunity and affirmative action employer. PACE does not discriminate on the basis of disability and, upon request, will provide reasonable accommodation to ensure equal access to its programs, services, and activities.

PACE is a private not-for-profit corporation that provides employment, small business assistance, Education, housing and other community services in the Los Angeles City and County areas. PACE is an equal opportunity and affirmative action employer. PACE does not discriminate on the basis of disability and, upon request, will provide reasonable accommodation to ensure equal access to its programs, services, and activities.