Costing Specialist - Energy Conservation

Job Summary:

Under the direction of the Energy Conservation Program Director, this position is responsible for identifying and assigning appropriate fund sources to weatherization projects, monitoring and documenting actual project costs incurred, entering requisitions for goods and services into procurement software, managing and maintaining accurate on‑site inventory balances, and assisting in the analysis of department budgets.

• 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.

Responsible for conducting all duties in a safe manner.

As…