Crisis Fuel Coordinator (seasonal) at Southeastern… · Brattlebo…

Position Summary

The Crisis Fuel Program Coordinator provides day-to-day operational leadership for the Crisis Fuel program. Working under the direction of the Program Director, the Crisis Fuel Coordinator manages program contracts and compliance, coordinates state-level relationships, supervises crisis fuel program staff, coordinates with seasonal fuel program staff, and ensures that services are delivered efficiently, equitably, and in accordance with grant and program requirements. This is a full-time, non-exempt, and seasonal position (running from approximately November through May).

Primary Functions

Program and Contract Management

• Establish, oversee, and periodically review contracts and agreements for Crisis Fuel, 3SVT, Warmth, VLITE, and other assigned fuel programs in coordination with the Program Director.
• Maintain detailed, current knowledge of program contracts, grants, and funding agreements to provide effective guidance to Family Services and other agency staff on meeting the obligations of each award.
• Review program recordkeeping to ensure that eligibility rules, documentation procedures, and authorization protocols are followed in accordance with state, federal, and funder requirements.
• Submit spending requests to the Finance office in a timely manner, follow up as needed, and inform the Program Director of any problems or concerns.
• Provide periodic reports on program expenditures, grant balances, and budget constraints, and alert the Program Director to existing or potential shortfalls.
• Oversee and ensure coverage of emergency fuel assistance services during agency closures or other emergencies.

State-Level Liaison and Partner Coordination

• Serve as SEVCA's primary point of contact with the State for fuel and related programs, attending bimonthly state-level meetings and managing all relevant correspondence between SEVCA and State partners.
• Network with community partners to create and maintain emergency fuel funds through donations, grants, and other fundraising activities.
• Collaborate with and make referrals to other SEVCA programs and community service providers to ensure clients receive the most appropriate and comprehensive services available.
• Promote positive public awareness of SEVCA and its services through presentations, workshops, and community education, with prior approval from the Program Director for public communications.

Staff Supervision and Coverage

• Supervise seasonal Crisis Fuel program staff, providing direction, support, and performance input in coordination with the Program Director.
• Participate in fuel and other Family Services staff meetings and training as needed.

Compliance and Documentation

• Prepare, maintain, and submit all necessary paperwork and documentation in a timely manner, including client records and grant compliance materials.
• Work with the Data Coordinator to ensure accurate and timely data entry, reporting, and compliance documentation across fuel and related programs.
• Provide programmatic data and reports as needed by the Program Director, Finance, or other designated staff.

Client Services

• Determine eligibility for and provide direct services to program applicants as needed and appropriate, including financial assistance, case management, advocacy, and information and referral.
• Identify client needs and mobilize resources to address them, recognizing that direct client contact is limited and is not the primary function of this role.

Additional Duties

• Attend trainings and meetings held by SEVCA or partner organizations as appropriate and requested by the Program Director or Executive Director.
• Perform all other duties as needed and appropriate that are consistent with the goals of Family Services and SEVCA's mission, as requested by the Program Director or Executive Director.

Job Standards / Accountability

The Crisis Fuel Coordinator will be evaluated on the following outcomes:

• Fuel and related program contracts are current, properly documented, and in compliance with all state, federal, and funder requirements.
• State-level relationships are actively maintained, and SEVCA's obligations as a program partner are met reliably and on time.
• Program expenditure reports are accurate, timely, and communicated clearly to the Program Director.
• Seasonal staff are appropriately supervised and supported, and fuel program operations run smoothly throughout the program's season.
• Client records and grant compliance documentation are complete, accurate, and submitted on schedule, in coordination with the Data Coordinator.
• Client interactions are handled with professionalism, dignity, and sensitivity consistent with SEVCA's mission and core values.
• Communication with the Program Director, Finance, and other stakeholders is proactive, clear, and timely.

Working Conditions

This is a full-time, seasonal position. The program season (approximately October through May) involves high-volume program management, staff coordination, and client-facing responsibilities. The end of the season involves administrative close-out, planning, and preparation for the following year. The role requires regular travel within the service area for outreach, meetings, and state-level engagements, as well as occasional statewide and regional travel. Some work outside of normal business hours may be required to serve clients, attend meetings, or provide coverage during emergency closures.

Qualifications

• High school diploma required; bachelor's degree in Human Services, Social Work, or a related field preferred. Relevant experience may be considered in lieu of a degree.
• Demonstrated competency working in a human services-related position.
• Demonstrated familiarity with and sensitivity to the challenges faced by low-income individuals and families, and knowledge of community resources available to address them.
• Experience managing program contracts, grants, or compliance functions.
• Strong interpersonal, organizational, and written and verbal communication skills.
• Ability to work independently, manage competing priorities, and exercise sound judgment with limited supervision.
• Proficiency with Microsoft Office applications; familiarity with client database systems.
• Ability to travel regularly within the designated service area and occasionally statewide.
• Valid driver's license and reliable personal transportation.
• Ability to work flexible hours as needed.