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Salary range: $70,000 - $85,000 DOE/Q

MAAC STORY

Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in 5 core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.org/ .

DEFINITION

The Weatherization Program Operations Manager is responsible for overseeing the internal operations, compliance systems, and fiscal tracking for state, federal, and utility-funded weatherization programs (including LIHEAP, DOE, and RHA). Reporting to the Director of Economic Development, this role ensures that scopes of work, installations, documentation, and billing processes align with complex funding and regulatory guidelines. The Program Operations Manager serves as the primary liaison between administrative, finance, procurement, and field teams to coordinate project timelines, eligibility reviews, and funding source allocations. This position supervises both program and administrative staff and leads internal audits, reporting, and compliance strategies to ensure program integrity and readiness for external monitoring or audits.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

Program Compliance & Scope Coordination

+ Interpret DOE, LIHEAP, and CSD grant requirements and ensure alignment across scopes of work.

+ Review scopes submitted from assessments or QCIs and confirm alignment with funding streams.

+ Maintain knowledge of state and federal policy updates; communicate critical changes to the team.

+ Track eligibility scenarios and develop guidance tools for assessors, field supervisors, and QCIs.

+ Collaborate with the Field Manager to ensure proposed scopes are feasible and field-ready.

Operational Oversight & Internal Workflow Management

+ Oversee staff across program operations, procurement, billing, and quality control functions.

+ Manage material inventory, vehicle assignments, and procurement processes.

+ Develop and update workflows for job readiness, documentation collection, and file reviews.

+ Ensure project timelines and production metrics align with funder deliverables.

+ Coordinate permitting and inspections schedules across teams.

Fiscal & Audit Readiness

+ Oversee fiscal tracking of time, labor, and materials associated with each weatherization project.

+ Ensure accurate and timely billing submission via online tracking systems.

+ Liaise with Finance, Compliance, and Philanthropy departments to prepare for internal and external audits.

+ Lead internal compliance reviews and document control practices.

+ Support financial forecasting and budget alignment across grants.

Quality Assurance & Reporting

+ Oversee internal QA/QC processes and ensure corrective action plans are implemented when needed.

+ Review installation documentation and customer files for accuracy and completeness.

+ Ensure consistent documentation standards and organize digital records for accessibility.

+ Generate monthly, quarterly, and annual reports for funders and leadership.

+ Collaborate with QCI on trends and findings to improve program quality.

Training & Capacity Building

+ Train staff on grant guidelines, documentation protocols, system usage, and policy changes.

+ Develop and deliver SOPs, training tools, and onboarding resources for operations and field staff.

+ Promote a culture of compliance, teamwork, and continual learning.

QUALIFICATIONS AND SKILLS

Knowledge of:

+ DOE and LIHEAP Weatherization Assistance Program regulations and allowable measures.

+ Grant compliance, procurement standards, and fiscal accountability practices.

+ Energy efficiency and weatherization best practices.

+ Internal audit preparation and QA/QC procedures.

+ Systems such as ServTraq, or equivalent data tracking platforms.

+ Microsoft Excel and reporting software for programmatic tracking.

+ Bilingual (English/Spanish) skills are preferred but not required.

Ability to:

+ Manage competing deadlines, shifting priorities, and multi-departmental coordination.

+ Interpret technical scopes of work and assess feasibility based on grant guidance.

+ Train and supervise cross-functional staff with varying levels of technical knowledge.

+ Communicate complex regulatory concepts in a clear, actionable way.

+ Implement process improvements and foster cross-departmental collaboration.

+ Build rapport and maintain effective relationships with participants, coworkers, and partners.

+ Interpret and apply policies, eligibility rules, and documentation requirements.

+ Communicate clearly, compassionately, and professionally both in writing and verbally.

+ Prepare accurate reports, keep detailed records, and flag discrepancies or issues early.

+ Exercise sound judgment and problem-solving when coordinating field logistics.

+ Use discretion when handling sensitive or confidential information.

+ Adapt to changing program requirements.

EDUCATION/EXPERIENCE/CERTIFICATION

+ Bachelor’s degree in public administration, Urban Planning, Environmental Science, Engineering or related field (required); and/or 3 – 4 years of experience in construction grants, energy assistance programs or weatherization program oversight.

+ Master's degree is a plus

+ 5+ years of experience managing government-funded programs, especially weatherization or housing.

+ Strong knowledge of DOE, LIHEAP, and HUD weatherization program rules.

+ Non-profit or government agency experience is a plus

VALUE-BASED BEHAVIORS

Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers Identifies and takes advantage of opportunities for personal and professional development Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems Follows rules, regulations, and policies; positively contributes to implementing changes Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes

HEALTH STATUS

Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.

BACKGROUND CLEARANCE

All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.

Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.

TRANSPORTATION

Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.

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