Job Description

BACKGROUND

About Energy Trust of Oregon Energy Trust of Oregon is an independent nonprofit organization dedicated to energy efficiency and renewable energy development. We serve Oregon customers of Portland General Electric, Pacific Power, NW Natural, Cascade Natural Gas and Avista, and SW Washington customers of NW Natural. Year over year Energy Trust is recognized as one of the 100 Best Nonprofits to Work For in Oregon. Our Vision Clean, affordable energy for everyone. Our Commitment to Diversity We recognize the lack of diversity in our industry, and we actively seek to address it with our hiring and retention practices as well as our values. We believe every person and their lived experience is integral to building a vibrant culture and delivering effective services to all customers we serve. We are committed to the principles of diversity, equity and inclusion, and we encourage candidates with diverse backgrounds and experience to apply. Our Location Energy Trust provides for a range of work location options, including remote, hybrid and in-office work. This position will represent Energy Trust in public settings and potentially at community events. We are open to candidates who live throughout Oregon and Washington. The Administrative Assistant would be expected to report to the office on a quarterly basis, at minimum.

What We\xe2\x80\x99re Looking For:

Are you deadline and customer service oriented, savvy with virtual meetings and a variety of software, and able to efficiently execute recurring administrative tasks with attention to detail such as payments and membership renewals? Are you a creative problem solver, diligent record keeper, seasoned meeting scheduler, and positive team player? As Administrative Assistant, you will perform administrative duties supporting staff engaged in customer service, outreach, communications, marketing and policy efforts. You will support projects and group activities and contribute to efficient operations. You will receive work requests directly from the group director, managers and staff. Through administrative tasks, workflows, communication and coordination, you will support the efficient and smooth day-to-day operations of key functions for a busy team in a mission driven organization.

What You\xe2\x80\x99ll Do:

• Schedule and organize virtual, in-person and hybrid appointments and meetings using Microsoft Outlook, Teams and Zoom
• Write and distribute email, memos, agendas, templates, and reports in support of team activities and projects
• Process payments including for sponsorships, events and memberships, and renew memberships
• Maintain, update and input contact data for mail and email distribution lists
• Maintain sponsorship, event, partnership and membership tracking tools
• Compile information and data for internal and external requests and reports
• Track on expenditures and provide monthly summaries
• Perform document quality control, formatting and copy-editing tasks
• Register staff for conferences and events and assist with coordination and booking of travel
• Set up and maintain digital files and record keeping systems
• Answer and direct email and phone inquiries from internal and external sources
• Update and maintain team policies and procedures and coordinate with other administrative staff in the organization to ensure alignment of business processes and policies
• Take detailed notes at team meetings and support tracking and completion of meeting follow-ups
• Handle administrative tasks, such as filing, generating reports and presentations, and setting up for meetings
• Support other projects and duties as assigned
• The above information is designed to outline the functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

SUPERVISORY RESPONSIBILITY

This position has no supervisory responsibilities.

What You\xe2\x80\x99ll Need:

• High school diploma or G.E.D. and two years of administrative, customer service and problem-solving experience; or any combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of the position.
• Intermediate skills with Microsoft Office suite (Outlook, Word, Excel, and PowerPoint), Zoom and Teams
• Experience with membership or customer relationship tracking databases, intranet platforms such as SharePoint and project management tools such as Smartsheet preferred
• Able to apply organizational skills, time management, problem solving and analytical skills to organize work and ensure work is completed on time and with accuracy.
• Possess communication skills (written, email and verbal); ability to communicate with colleagues and the public.
• Follow internal processes and procedures, maintain systems and document administrative procedures
• Able to work independently and as part of a team while being collaborative in resolving problems
• The above information is designed to outline the functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

What You\xe2\x80\x99ll Get:

• Health/dental/vision insurance
• Employer sponsored and paid life/disability
• 401(k) with a company contribution of 6% of your salary after 90 days of employment
• TriMet pass
• Access to health and dependent FSA/HSA accounts
• Generous paid vacation, holidays and sick days
• Paid volunteer hours
• Employee assistance program
• Career advancement opportunities
• Great colleagues and culture
• Flexibility to work from home and/or an office space at the Portland, OR location
• Work from home laptop provided

APPLICATION INSTRUCTIONS:

Don\xe2\x80\x99t meet every single requirement? Studies have shown that women and People of Color are less likely to apply to jobs unless they meet every single qualification. At Energy Trust we are dedicated to building a diverse, inclusive and authentic workplace\xe2\x80\x94if you\xe2\x80\x99re excited about this role but your past experience doesn\xe2\x80\x99t align perfectly with every qualification in the job description, we encourage you to apply. You may be the right candidate for this or other roles. Please submit a cover letter or writing sample as well as your resume and application to our careers page at www.energytrust.org/About/careers). Energy Trust of Oregon is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodations throughout the application, interviewing and employment process. If you require a reasonable accommodation, contact us. Energy Trust of Oregon is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment. Energy Trust is committed to pay equity. Energy Trust is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate on the basis of protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience and training. Actual compensation packages are based on several factors that are unique to each candidate, including but not limited to skill set, depth of experience, and certifications in the pay equity assessment to determine equitable salary placement. Starting compensation: $26.10 \xe2\x80\x93 $31.58 hourly