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Intake/Scheduling Clerk

General Description

The Intake/Scheduling Clerk is responsible for providing full, appropriate appointment schedules for the entire weatherization crew each work day. High level of customer service is required for both clients and co-workers to ensure the best possible experience for all. Help Spectrum meet its obligations under the various energy contracts, while enforcing the Spectrum Community Service values of safety, quality, efficiency, documentation, and compliance.

Primary Responsibilities

  • Provide exceptional customer service for all incoming and outgoing calls.
  • Communicate with Weatherization Intake Specialists to ensure prospective clients receive an application.
  • Verify required application documentation is complete and qualifies for program. 
  • Schedule weatherization assessments, installations, and inspections.
  • Accurately assemble and verify all client electronic and physical folders meet the necessary qualifications required by the weatherization program.
  • Accurately enter all new client information into the ServTraq software.
  • Follow up with subcontractors to verify completion dates to schedule.
  • Use our software ServTraq to manage, schedule, and track all weatherization jobs.
  • Use Parcel quest to verify dwelling characteristics.
  • Assist Weatherization Billing Specialist with data entry for HPO files.
  • Re-direct and inform co-workers, when needed, to remedy or assist incoming or outgoing calls.
  • Perform other duties as assigned.

 

The minimum qualifications, physical demands and work environment characteristics described below are representative of those that must be met or will be encountered by an employee while performing the primary responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary responsibilities.

Minimum Qualifications

  • High School Diploma/GED required.
  • Associates degree or equivalent two years of related work experience.
  • Excellent computer skills, Google Suite, and others.
  • Experience with weatherization measures and energy efficient technologies is a plus.
  • Cooperative and willing to assist others, team player.
  • Excellent customer service skills and experience working with the public in diverse communities
  • Attention to detail VERY important, neat handwriting required.

Physical Demands

This work requires the following physical activities: walking up stairs, bending, stooping, kneeling, twisting, reaching, sitting, standing, walking, lifting up to 20 lbs. of material, finger dexterity for activities such as data entry and calculator use, grasping, repetitive motions.   

Work Environment

  • The work is performed primarily indoors
  • The office environment is temperature controlled
  • The noise level in the office environment is usually quiet

General Competencies

Interpersonal

  • Strive for improvement in self and for Spectrum; make recommendations for improvements
  • Respond timely to requests for information, service and assistance
  • Demonstrate a positive and productive attitude; have an open mind and be objective, trustworthy, honest and ethical
  • Maintain a high level of professionalism and confidentiality

Organizational

  • Use and conserve organizational resources efficiently and effectively
  • Prioritize and plan work activities
  • Demonstrate consistency, reliability, accuracy and thoroughness
  • Show respect and sensitivity toward cultural differences
  • Promote a harassment and discrimination free environment
  • Follow or exceed organizational standards
  • Adhere to company policy and procedure; support Spectrum’s goals and values

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.  Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties.  All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.  To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.  The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

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