Costing Specialist - Energy Conservation

Duties and Responsibilities:

• Review, analyze, and confirm specific job/project work orders and measures that are active/open in project execution software/application. Assign preliminary/planned optimal grant funding to each individual measure within a job/project by leveraging State Fiscal Policy, training & help documents, general financial knowledge, and work experience.
• Ensure projects are expensed/costed in alignment with State fiscal policies and regulations.
• Track, enter, and update/adjust actual direct labor and material costs/expenses which have been incurred on specific jobs/projects. Ensure all data are accurate, complete, and entered in a timely manner. Reconcile planned vs. actual costs/expenses.
• Communicate directly with Contractors and on-site staff to obtain project statuses, invoices, and other required paperwork.
• Monitor and review on-site contracting crew weekly hours worked and timesheet entry to ensure labor hours are applied accurately.
• Update workflow software/tool on a regular basis with detailed notes, relevant costs/invoices, and appropriate documentation/paperwork for mechanical contractors, CAPRW field staff, and other contractors. Update project execution application with notes and statuses for mechanical, crew, and appliance invoices.
• Update and track client files as necessary to ensure all in-process jobs/projects are accurately costed and kept up-to-date with required documentation, notes/comments, and statuses. Ensure data and reporting alignment between physical files, financial software, and project execution application/software.
• Move projects/jobs through the workflow software in an efficient and timely manner as required based on actual job/project progress and status changes.
• Ensure client information is maintained and protected in a secure manner at all times. Ensure that files are maintained in accordance with state, federal or agency information security/confidentiality policies.
• Maintain and update as necessary costing/pricing libraries stored in the project execution software/application to ensure current, accurate, and consistent costs/expenses are applied to weatherization jobs/projects.
• Provide monthly production reports of completed work and closed client files.
• Proactively identify when procurement actions are necessary to acquire goods or services in order to maintain progress on jobs/projects. Enter requisitions into Procurement software as appropriate, and follow-through to ensure they are sourced to purchase orders and lead to timely and accurate supplier payments.
• Enter requisitions into Procurement software as directed/needed for other goods/services which are not directly related to specific jobs/projects.
• Maintain accurate inventory by processing transfers in a timely manner, monitoring purchases and receipts, conducting monthly physical counts, and performing monthly reconciliation.
• Understand contract requirements for each utility for which CAPRW is a contractor. Accurately prepare, administer, and submit monthly utility contract rebate invoices as required and in a timely manner.
• Monitor expenditures to ensure the weatherization program is compliant and operating within fiscal policies/guidelines to meet contract unit requirements.
• Provide input on identifying and resolving systemic problems and assist in planning for the improvement of processes, systems, and procedures.
• Attend meetings and training as requested/required; participate in Agency Committees as needed and appropriate.
• Train new/incoming staff on fiscal policies and procedures as related to weatherization.
• Other duties as required or assigned.