Program Associate, Voucher Redemption

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About Us:

CALSTART is a mission-driven industry organization focused on transportation decarbonization and clean air for all.

For over 30 years, it’s been CALSTART’s mission to develop, assess, and implement large-scale, zero-emission transportation solutions to mitigate climate change and support economic growth. CALSTART works with businesses, organizations, governments, and communities to create real-life impact toward clean air and equitable access to clean transportation for all. CALSTART provides scientific, technical and policy support for regulatory development and clean technology and infrastructure acceleration.

About the Role:

The Program Associate – Voucher Reimbursement will play a critical role in supporting CALSTART’s Clean Mobility Options (CMO) Pilot Program by managing and streamlining voucher reimbursement processes for CTNA and MPV vouchers. This position focuses on ensuring timely payments, maintaining compliance with California Air Resources Board (CARB) requirements, and assisting awardees in navigating reimbursement systems.

The Program Associate will primarily maintain and update existing payment tracking and reporting systems to ensure accuracy and accessibility, support awardees in meeting program deliverables, and facilitate compliance with program milestones. Reporting to the Program Manager, this role offers an opportunity to directly contribute to advancing equitable and sustainable mobility solutions while developing expertise in program operations and compliance management.

What You'll be Doing:

• Manage Voucher Reimbursement Processes: Facilitate payment requests for Clean Mobility Options (CMO) CTNA and MPV vouchers, ensuring timely and accurate reimbursements.
• Maintain Tracking Systems: Update and oversee detailed tracking systems to monitor voucher reimbursements, invoices, and associated documentation, providing real-time status updates for internal and external reporting needs.
• Ensure Compliance: Support compliance with California Air Resources Board (CARB) requirements by maintaining accurate records and assisting in reporting milestones for voucher programs.
• Support Awardees: Provide guidance to awardees on cost-based and milestone-based reimbursement agreements, including troubleshooting payment issues and assisting with insurance compliance.
• Collaborate Across Teams: Work closely with program managers, financial teams, and external awardees to streamline processes and improve the efficiency of reimbursement workflows.
• Develop Training Resources: Update toolkits, guides, and other materials to help awardees navigate the reimbursement and compliance processes effectively.
• Support Reporting Requirements: Assist in preparing analyses and reports for internal meetings and CARB compliance submissions.
• Maintain Insurance Processes: Manage and update insurance compliance requirements, including the annual renewal process for CTNA and MPV agreements.

What You'll Bring to the Table:

• Education & Experience: Bachelor’s degree in business, finance, public administration, or a related field, with 1-3 years of experience in financial management, program coordination, or compliance oversight.
• Technical Proficiency: Strong skills in Microsoft Excel and other Office Suite applications for tracking and reporting; familiarity with Salesforce, project management or financial systems is a plus.
• Attention to Detail: Proven ability to manage detailed tracking systems and ensure accuracy in financial and compliance documentation.
• Communication Skills: Excellent written and verbal communication skills, with the ability to collaborate effectively with internal teams and external awardees.
• Mission-Driven Mindset: Passion for supporting clean mobility and equitable transportation solutions, in alignment with CALSTART’s goals.

Desired Qualifications:

• Experience with reimbursement processes or compliance in government-funded programs, especially related to CARB requirements.
• Familiarity with grant management, financial reporting systems, or transportation-related initiatives.
• Knowledge of clean transportation or environmental justice programs and their operational frameworks.
• Advanced skills in data analysis or using software such as Tableau, Smartsheet, or other project management tools.
• Bilingual proficiency in Spanish or another language commonly spoken in California’s underserved communities.