Administrative Assistant

Job Description

Position Summary

The Clerical Assistant IV provides administrative and processing support for residential and commercial On-Bill Repayment Program (OBRP) initiatives. This role is responsible for managing applications from submission through completion, reviewing documentation for accuracy, coordinating with customers and contractors, reconciling financial records, and maintaining accurate program data. The ideal candidate is detail-oriented, organized, and customer-focused, with strong communication and problem-solving skills.

Key Responsibilities

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• Provide administrative and processing support for residential and commercial energy efficiency On-Bill Repayment Programs.
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• Manage assigned applications from initial submission through final completion, ensuring all required documentation is received, reviewed, and processed accurately.
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• Respond to customer and contractor inquiries via phone and email, providing timely and accurate updates regarding application and project status.
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• Work independently with customers and contractors to resolve documentation issues, address discrepancies, and ensure required materials are submitted within established deadlines.
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• Coordinate with external program administrators to resolve contractor issues, verify project completion status, correct discrepancies in work completion documents, and address expiring or overdue projects.
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• Review program documentation for accuracy and completeness, taking corrective action when necessary before advancing applications to the next stage.
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• Review proposals, contracts, and technical documentation, including Manual J and Manual S calculations, to help verify that heating and cooling equipment is appropriately sized when required.
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• Follow up with contractors to resolve equipment discrepancies and documentation errors.
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• Perform financial reviews of contracts, work completion documents, and related records to verify project costs and reconcile information with external program documentation.
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• Determine when additional follow-up with customers, contractors, or program administrators is necessary to resolve discrepancies and finalize records.
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• Prepare weekly check vouchers and obtain required approvals and signatures.
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• Maintain and update program databases daily to ensure accurate project statuses, documentation, and processing records.
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• Monitor databases for expiring applications, overdue tasks, and stalled projects; coordinate follow-up to move projects forward or close them out appropriately.
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• Provide backup administrative support to other program areas as needed.
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Qualifications and Requirements

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• Associate degree preferred.
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• Two to four years of relevant administrative, clerical, processing, or customer service experience preferred.
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• Proficiency in Microsoft Office applications, including Word, Excel, Access, PowerPoint, and Outlook.
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• Strong telephone communication and customer service skills.
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• Excellent attention to detail, accuracy, and organizational skills.
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• Strong written and verbal communication abilities.
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• Demonstrated problem-solving skills and the ability to independently manage follow-up activities.
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• Ability to manage multiple applications, deadlines, and competing priorities in a fast-paced environment.
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• Sales or marketing support experience is a plus.
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• Familiarity with database query techniques, financial accounting systems, geographic information systems (GIS), and tax map software is desirable.
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• Knowledge of the local service territory, particularly Monmouth, Morris, and Ocean counties, is a plus.
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• Natural gas utility and heating, ventilation, and air conditioning (HVAC) industry experience preferred.
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