People and Culture Administrative Assistant (Hybrid- Portland, OR / Oakland or Orange, CA)

Interested in joining a growing company where you will work with talented colleagues, enhance a supportive and energetic culture, and be part of the climate solution? At Energy Solutions, we focus on the big impacts. And we believe that market-based programs can be a powerful force to deliver large-scale energy, carbon, and water-use savings. Since 1995, we've harnessed that power to offer proven, performance-based solutions for our utility, government, and institutional customers.

Energy Solutions is currently seeking a Part-Time Administrative Assistant to join our People and Culture team offering direct support as well as providing administrative and general staff assistance. They must be able to adjust to rapidly changing circumstances and work well under pressure as situations warrant.

This is a hybrid work opportunity with the expectation that the person filling this role will be required to work from one of our offices located in Portland, OR, Oakland, CA, or Orange, CA at least once a week.

Daily responsibilities include, but are not limited to :

Updating employee policies as needed, ensuring accuracy and confidentiality

Coordinating offboarding tasks for exiting staff and ensuring cross-departmental communication

Creating new hire orientation schedules, coordinating onboarding tasks (using platforms like Monday.com) and offering support to new hires and supervisors via email

Participating in meetings among internal departments to verify consistency and accuracy with employee data

Providing general administrative support, including responding to calls and emails, voicemails, and Slack messages

Assisting with audits and reporting such as :

Mandatory reports (ACA, BLS, and other Federal and State-mandated reports)

Internal reports for all departments (DEI, status changes)

Benefits insurance audits information gathering

Yearly internal compliance audits (SOC2, NIST, and 401(k))

Supporting special HR projects, such as diversity and inclusion programs, employee surveys, and wellness programs

Promoting internship opportunities and program events through recruiting platforms, social media and other forms of communication

Managing outreach and communication on behalf of the internship program to proactively build and maintain relationships with a variety of stakeholders

Assisting with the planning and organization of internship orientations, workshops, and networking events

Attend and participate in a variety of events acting as an ambassador for Energy Solutions by promoting recruitment and internship opportunities

Conducting research projects related to industry trends, best practices, new technologies, and the impacts of AI on our industry

Supporting internal and external People and Culture initiatives through networking and research

Performing other miscellaneous administrative duties as needed

Minimum qualifications :

• HS Diploma or GED Required
• A minimum of 2 years of administrative work experience
• General understanding of basic HR functions (Talent Acquisition, onboarding, offboarding, benefits, current regulations and laws applicable to payroll and benefits)
• Excellent business writing skills with strong command of spelling, punctuation, and grammar
• Basic to intermediate skill in MS Office tools including Word, Excel and PowerPoint (Skills tests will be required during the interview process)
• Exceptional time management, organizational, and multi-tasking skills with strong attention to detail and follow up
• Excellent verbal communication skills and capable of delivering effective presentations to a variety of audiences
• Able to work independently and juggle competing priorities with minimal guidance
• Demonstrates initiative, flexibility, accountability, and ownership of assigned tasks
• Ability to maintain confidentiality and handle sensitive information professionally
• Exercise a high degree of diplomacy and tact; excellent customer service and interpersonal communication skills; cultural sensitivity and demonstrated ability to work with diverse groups
• A delightful personality and sense of humor
• Must be able to commute and work from one of our offices located in Portland, OR, Oakland, CA, Orange, CA at least once / week.

Preferred qualifications :

Compensation to commensurate with experience with the pay band of $25 – $30 / Hourly

Compensation is commensurate with experience and includes a generous retirement package. Energy Solutions provides an excellent benefits package including medical, dental and vision insurance, other pre-tax contribution plans and an Employee Stock Ownership Plan (ESOP).

AI Use

At Energy Solutions we believe in the importance of authentic interactions and equitable opportunities. We base our candidate selection on one's own skills, knowledge, and experience. To ensure the integrity and fairness of our interview process, the use of artificial intelligence (AI) tools (including Generative AI) or other means to generate or assist with responses during interviews is strictly prohibited. This practice supports our commitment to create a transparent and equitable space where skills, knowledge and experience skills can truly shine.

Equal Opportunity Employer

Energy Solutions is an affirmative action-equal opportunity employer and prohibits discrimination and harassment of any type. We afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristics protected by law. Energy Solutions conforms to the spirit as well as to the letter of all applicable laws and regulations.

Office Locations and a Remote Workforce

Energy Solutions operates as a predominantly remote workforce with offices in six different locations. Employees who reside within 40 miles of an office (except New York) will be assigned to that location, though in-office attendance requirements may vary by team. At this time, we are not accepting applications from candidates residing in the following states : Delaware, Kentucky, Mississippi, Montana, Nebraska, North Dakota, and Wyoming.

Background Check Information

Information will be requested to perform the compulsory background check. A drug screen and authorization to work in the U.S. indefinitely are preconditions of employment. Energy Solutions is an equal opportunity employer.

Reasonable Accommodations

Energy Solutions is committed to providing access and reasonable accommodation for individuals with disabilities. If you require accommodations in completing this application, interviewing, and / or completing any pre-employment testing, or otherwise participating in the employee selection process, please email accommodation@energy-solution.com.

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