Administrative Coordinator

Administrative Coordinator — Portland, Oregon

For more than two decades, Conservation Services Group (CSG) has helped Americans make smart energy use decisions an important part of the way they live and work. CSG designs, develops, and delivers innovative, results-driven energy efficiency and renewable energy programs that get results. We bring our experience, expertise, creativity, and commitment to our goals of using environmentally responsible approaches in helping business and home owners lower costs, increase comfort, and improve indoor air quality; and in championing the development and use of renewable, alternative energy.

People who work at CSG say that it's a unique kind of organization — one that nurtures individual talents and inspires dedication. We share a commitment to our work and our mission. CSG has a collegial atmosphere, where people respect and encourage each other to help the environment and change the way our country uses energy. How about you; do you see yourself as a part of our team?

Current Job Opportunity Summary:

CSG is seeking an Administrative Coordinator for its Portland, Oregon office.  CSG’s Portland office is responsible for administering the Energy Trust of Oregon’s Existing Homes Home Energy Solutions Program and Efficient New Homes Program.

The Administrative Coordinator, reporting to the CSG Finance Manager and interfacing with several other program managers, is responsible for the coordination of duties covered by 4-5 administrative support staff to ensure key tasks are completed efficiently and accurately. The position will be accountable to the Finance Manager for all administrative activities and provide regular reports to program management on internal operations.

Essential Duties & Responsibilities:

§ Oversee administrative work flow, including:

o  Develop and oversee a schedule of administrative activities, including weekly task assignments and deadlines

o  Provide weekly activity reports to program managers, including status of task assignments

o  Work with administrative staff and program managers to coordinate work loads and adjust activities as necessary

o  Recommend and implement overall process improvements pertaining to operations and administrative support services

§ Design and implement a new inventory management process, including a process by which retroactive corrections can be accounted for in monthly financial reporting.

§ Compile and provide an in-depth reconciliation of the monthly field inventory

§ Produce the monthly inventory report for the Finance Manager along with an explanation of the monthly variances or other operational issues

§ Assist program managers with the production of monthly reports for non-Energy Trust activities

§ Oversee the quarterly document retention process and report results to the Finance Manager

§ Act as point person for communicating programmatic changes to internal staff to ensure informational sources are updated in a timely manner (forms, web etc.)

§ Work with Energy Trust staff to maintain program forms and act as the internal point person on all form edits

§ Approve service incentive applications for payment in program database

§ Verify contractor invoices for audits against inventory management and audit paperwork prior to submission to the Finance Manager for payment approval

§ Approve payments that have been through the reversal process and provide regular feedback to Call Center and Administrative staff, including guidelines to address common data entry errors and ensure consistency in data quality

§ Provide back-up for application processing during peak times, and other administrative back-up as needed

§ Perform other duties as assigned

Knowledge, Skills and Abilities:

§ 3+ years demonstrated experience in an administrative role with 1+ year experience in a lead role.

§ Advanced knowledge and proficiency in MS Office applications (Word, Excel, Outlook) are required.

§ Ability to learn other software as required.

§ Strong problem solving and organizational skills required. Candidate must demonstrate an ability to initiate, coordinate and prioritize responsibilities and follow through on tasks and projects.

§ Excellent verbal and written communication skills with proven leadership qualities.

§ Must have ability to interact with all levels of employees and all types of customers (both technical and non-technical personnel).

§ Must have an attitude to accomplish goals and be accountable for results.

§ Ability to work independently and in a team setting.

§ Must be extremely detail-oriented with the ability to manage multiple tasks at once in an environment of frequent deadlines.

§ Interest in the energy efficiency industry a plus.

This is a full time, exempt position although some flexibility of schedule is possible. 

Benefits:  Compensation package includes paid holidays, 80% paid medical, 50% paid dental, paid life & AD&D and paid STD & LTD insurance coverage, plus employer matching retirement plan, paid training opportunities and opportunities for advancement.

Apply at:  http://jobs-csg.icims.com

CSG is an Equal Opportunity Employer

For more information visit www.csgrp.com