Program Services Specialist-WX

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  • Full-Time
  • Milwaukee, WI
  • Job Type Details: Full Time

*Salary is commensurate with experience*

Job Purpose:

To ensure Weatherization (Wx) and HE+ Program Services programs are coordinated to provide assistance to eligible low-income households that meet program specifications.  Provide excellent customer service for year-round programs and managing program timely delivery of completed work. Work cooperatively with internal and external customers to ensure all program goals and requirements are compliant according to program guidelines.

Essential Duties:

  • Manage and assign projects for a detailed assessment to Contractors. Review estimates for accurate costing.
  • Coordinate with case workers for eligibility requirements. Operations Manager for approval of the contracted work to be completed.

Must be available after hours: Work after 5:00pm weekly, work weekends and Holidays.

  • Ensure contractors are timely with responses, repair/replacement and invoicing -are done according to program guidelines.
  • Prepare and set up project jobs and occasionally arrange for state Quality Assurance visits.
  • Monitor system database, updating daily with per job case notes, reserve funds and invoicing for timely reimbursement.
  • Respond to customer’s with questions, comments, concerns or complaints with a purpose to a resolution.
  • Coordinate with internal and externa customers to synchronize inspections.
  • Maintain organized records of Projects utilizing Outlook calendars to track daily and weekly production.
  • Prepare monthly, quarterly and annual reports for status of projects and outcomes.
  • Process Invoices ensuring Contractors are returning proper documentation along with invoices to receive payment within allotted timeframe.
  • Maintain electronic-Logs by monitoring spreadsheets to track contractor’s costs by project.
  • Collaborate with Accounting departing regularly when submitting invoices.
  • Collaborate with staff on strategies to meet weekly goals and work for accountability of auditing staff.
  • Coordinate the process of awards, uploads/downloads from drop box, saving, updating project log and customer files.
  • Order and track monthly supply expenditures.
  • Other duties as assigned.


  • Must be fluent in Spanish and English.
  • Must have strong background in Customer Service and administrative office skills.
  • Ability to work in repetitive, sometimes slow and fast-paced environments.
  • Must have the ability to maintain filing systems and proficient typing speed of 40 wpm minimum.
  • Must be experienced in Excel, Word, Power point, and Outlook.
  • Flexible to be available after hours, weekends and Holidays for 8 months out of the year for one of the programs responsible for.


  • Associates degree and/or 2 years of progressive experience within the non-profit/community action programs required.
  • 2-3 years of successful experience of solid customer service, vendor management, and costing/invoicing & reporting OR any equivalent combinations of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
  • Call Center experience helpful.

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.  The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions.
  • While performing the duties and responsibilities of this position, the employee is occasionally required to stand and walk. The incumbent will regularly sit and will frequently talk and listen and use hands handle or touch.  Specific vision requirements for this position include close vision and the ability to adjust focus. During the performance of his/her duties, the incumbent will regularly lift up to 25 pounds and occasionally up to 50 pounds.

Work Environment:

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The employee works regularly in an office environment where the noise level is moderate.


The above statements are intended to describe the general nature and level of work being performed by staff assigned to this position.  They are not construed as an exhaustive list of all responsibilities, duties, and skills required.  All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

SDC does not discriminate in its programs, activities, facilities, employment, or educational opportunities on the basis of a person’s sex, race, age, religion, national origin, ancestry, creed, pregnancy, marital or parental status, sexual orientation, or disability.

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