Number of Openings: 1

Work Arrangement: In-Person

Location: Grand Rapids, MN

Job Posting Information

Primary Duties & Responsibilities

This job description is not intended to be all-inclusive and employee will also perform other reasonably related business duties as assigned.

Area 1: Program Oversight

• Coordinate annual EAP grant contract process, including preparation of EAP local plan and related documents (ie: internal controls, risk assessment, personnel and staffing plans, etc.) and submit to Department of Commerce in order to secure funding for program operations.
• Perform successful execution of EAP related programming components including: Primary Heat, Crisis, and Assurance-16 functions.
• Serve as the Agency primary liaison between KOOTASCA and the MN Department of Commerce EAP, maintain a positive working relationship, and provide notification of change as required.
• Secure annual contracts with fuel vendors in both Itasca and Koochiching counties with adherence to OMB procurement guidelines and MN Department of Commerce policies.
• Work to continuously improve program workflow processes and implement efficiencies.
• Actively participate in agency operations meetings while representing Energy Assistance.
• Disseminate important information to program staff through regularly held team meetings and written communications.
• Attend workshops, meetings, and conferences as approved.
• Ensure coverage of Grand Rapids office reception desk during listed business days/hours per grant contract.

Area 2: Program Compliance

• Manage program contracts as assigned, including but not limited to MOUs and travel expenses.
• Prepare and monitor program plans, budgets and reports as needed.
• Submit all EAP specific required reporting, including but not limited to: Initial Audit, Full Program Audit, Fiscal Audit, Incident Reporting, Self-Monitoring, Energy Vendor Monitoring, ROMA, PAR Report post-audit, Incident Report tracking, and Assurance -16 per individual policies to include daily, weekly, monthly, quarterly, and annual timelines.
• Assist in the preparation of data for onsite Program Performance Audit visits with MN Department of Commerce. Provide information as requested to complete audit process. Conduct offsite Vendor Monitoring visits with fuel vendors to ensure grant contract and data privacy compliance.
• Resolve client and vendor issues that arise to a level of reporting or appeal per program policy. Assist MN Department of Commerce with documentation, release of information, contact, etc. if an appeal rises to the Department of Commerce level or beyond.
• Ensure compliance and ethical practices in all program areas; program monitoring, reporting, and contractual agreements, informed consent, and client confidentiality and privacy.
• Ensure that public facing materials include information required by the MN Department of Commerce policy.

Area 3: Program Representation

• Assist in the dissemination of EAP information to fuel vendors, community partners, and other service provider organizations across Itasca and Koochiching counties to further outreach efforts, referrals, and enrollment supports for client benefits and emergency services.
• Investigate potential fraud situations and report if necessary, per EAP Program policies.
• Resolve client and vendor issues that arise to a level of reporting or appeal per program policy
• Serve as a member of the agencies Mission Impact Committee to promote Community Action and Energy Assistance programming in KOOTASCA’s Service Areas.

Area 4: Fiscal

• Create and maintain Energy Assistance Program budgets. Track expenditures, complete agency vouchers, process and authorize release of funds.
• Processes/authorizes program payables, refunds, and re-calculates grant amounts to resolve overpayment and underpayments to vendors.
• Oversee/provide data certification operations to ensure accuracy of program data entry and program budgets posted to MIP by Fiscal department.

Area 5: Staffing & Training

• Train and support program staff. Develop clear rolls and responsibilities for program staff and ensure they understand the policies and procedures of the EAP program.
• Provide oversight and support to the Lead Processor as they provide initial and ongoing training to processing staff. Maintain a comprehensive onboarding process to ensure new staff have the resources and support needed to be successful.
• Contribute to staffing management functions such as: interviewing, hiring, training, payroll approvals, disciplinary action, and termination, following KOOTASCA policies.
• Provide ongoing feedback through the use of Agency performance evaluation or scheduled check-in processes.

Job Factors

Supervision of Others: 

• Responsible for assigning, instructing, and checking the work of 4 to 7 other employees in 2 geographic locations.

Safety of Others

• Modest amount of responsibility for the safety of others. Compliance with established safety regulations for the job performed mitigates exposure to injury of self or others.

Contacts

• Contact is within own department, and with other departments, customers, vendors, or the public.

Physical Demand

• Must be able to lift 25 pounds
• Requires sitting, standing, bending, stooping and reaching.

Travel

• Must have reliable transportation.
• Must have valid driver’s license and current auto insurance coverage in compliance with Minnesota State guidelines on the vehicle used for work related travel.
• Travel for completion of job duties, trainings and meetings as required.

General Agency Requirements

Professionalism:

• Maintain positive work atmosphere by behaving and communicating in a manner that fosters good relations with clients, customers, co-workers, providers, volunteers, and supervisors.
• Treat clients, co-workers, and the public in a respectful and courteous manner at all times.
• Continue to develop skills and abilities.

Community Representation:

• Represent KOOTASCA Community Action, Inc. in a positive manner.
• Adhere to the Community Action Code of Ethics.
• Seek to understand poverty and the barriers faced by community members.

Confidentiality:

• Maintain confidentiality of agency, program, and client information.

KOOTASCA Community Action is an Equal Opportunity (EEO) and Affirmative Action (AA) Employer. We recruit, select, hire, place, transfer, promote, demote, layoff, discipline, terminate, recall, compensate, and train without regard to race, religion, creed, color, national origin, age, gender, gender identity, sex, sexual orientation, familial status, disability, veteran status, status with regard to public assistance, membership or activity in a local human rights commission, or any other basis protected by applicable laws, directives, and regulations of federal, state, and local governing bodies or agencies. We will provide reasonable accommodation to applicants and employees with disabilities whenever possible.