Residential Renovation Program Administrator

Cook Inlet Housing Authority is a great place to work!

Our corporate family is a team of passionate, enthusiastic, dedicated and highly qualified people. Our work allows us to create innovative solutions to complex housing issues in our community. We create housing opportunities that empower our people and build our community.

If you are interested in the Residential Renovation Program Administrator position and have the expertise, skills and energy to match our mission to provide independence through housing, we encourage you to apply.

General Functions

Under the direct supervision of the Residential Renovation Program Manager, this position supports CIHA’s residential renovation programs. Principal responsibilities include assisting the program manager and program staff with successfully implementing program administrative requirements; general public outreach; receiving and reviewing applications for program assistance; managing information flow, reviewing, processing, and reporting of program accounting information; performing technical building science tasks, and assisting program staff with understanding and compliance with program policies and procedures.

Major Activities (Typical Duties/Responsibilities)

Communicate with potential applicants via telephone, in writing and in person regarding the various building renovation programs available and general guidelines of each program; this position is the first contact with the public and therefore requires a positive, professional attitude.

Become familiar with all aspects of program operation manuals. Assist staff with ensuring compliance with program rules and policies. In particular, understand and apply the Intake Coordinator’s requirements from Chapter 1 of the Weatherization Operations Manual (WOM) and Chapters 14 and 15 of the AHP Operations Manual.

Distribute, receive and review assistance applications and supporting documentation, verify income and eligibility, and provide follow up notifications to applicants regarding eligibility.

Transfer approved applicant’s information into the applicable grantor online software.

Maintain a computerized waitlist of applicants. Update applicant information on this list on a weekly basis and provide a report to the Program Manager.

Track program communications on a weekly basis: calls, emails, walk-ins, text messaging, applications sent out, applications received, and applications approved. Provide a weekly report to the Program Manager.

Assist the Program Manager with design, development, and distribution of marketing materials.

Responsibility for promotion of programs to the general public; this may include one-on-one marketing to specific organizations or individuals, presence at public events such as home shows, health fairs, realtor meetings, community council meetings, etc.

Enter credit card and invoice information into CIHA’s accounting system.

Track expenses for each project on a daily basis.

Track applicable staff time sheets per pay period to ensure proper allocation of time to a particular program.

Organize and maintain program files and database systems both manually and electronically including but not limited to homeowner, contractor, and consultant files.

Support program staff in project tracking and reporting, including preparing, accounting, technical, special, and routine status reports and other significant documents in support of programs as may be necessary.

Assist Program Manager in determining impact on programs whenever new policies and amendments are recommended/being considered.

Perform vendor, contractor, and consultant contract monitoring functions including enforcing required schedules, guidelines, budgets, insurance, licensing, and reporting requirements.

Assist the Program Manager, program staff, and procurement staff with drafting and reviewing bid solicitations as may be necessary.

Responsible for managing required service/warranties of program vehicles, equipment, and tools.

Upload relevant client information such as project costs and Akwarm files into AHFC’s software system to close out each weatherization project.

Keep track of product inventory located in CIHA’s Annex Building.

Assist program staff performing on-site “as-is” building inspections, when requested. This may include entering and thoroughly inspecting attics and crawlspaces.

Assist program staff performing computerized heat loss analysis using the Akwarm software issued by AHFC to determine a building’s current energy use profile. When directed by program manager to inspect a project, follow-up with possible improvement measures; including writing scopes of work, choosing materials required, quantities required, materials specifications, and cost estimates for each improvement option.

Perform construction progress and final inspections when requested by the Program Manager and write follow-up inspection reports.

Attend program-related training classes, department meetings, AHFC update meetings, and other personal improvement classes as directed by the program manager.

Occasional travel outside of Anchorage is necessary. Travel may consist of driving or flying and includes possible overnight stays.

Performs other duties as required.

Skills and Abilities

Must have exceptional analytical abilities related to organization of data, reports, numbers, statistics and building performance technical data.

Must show a demonstrated ability to work as a team member and to work with the general public.

Ability to effectively communicate both verbally and in written form clearly and professionally.

Demonstrated high level of proficiency with Microsoft Word, Excel, PowerPoint, and Outlook, including the development of charts, graphs, and presentations.

Ability to work independently, successfully self-prioritize and perform a variety of tasks concurrently and efficiently in a fast-paced office and building-site environment.

Must be able to carry equipment (up to 50lbs) up stairways and lift into and out of trucks.

Must be able to work on ladders and on your knees.

Must be willing to cross-train and learn skills performed by other team members.

Education and Experience

Bachelor’s degree from an accredited college with major course work in architecture, engineering, accounting, building science, business administration, or construction technology, or have a minimum of four (4) years of like experience.

Specific experience in Alaska’s weatherization program a plus.

Building experience in a variety of locations around Alaska is a plus.

Disclaimer: This job description is intended to describe the general nature and level of the work being performed and is not an exhaustive list of all duties and responsibilities. In addition, CIHA management reserves the right to amend and change responsibilities and lines of reporting to meet business and organizational needs as necessary.