People And Culture Assistant

Summary

Join Energy Solutions, a growing company focused on climate solutions, as a People and Culture Administrative Assistant. You will provide direct support to the People and Culture team, handling various administrative tasks and assisting with HR functions. The role involves a hybrid work model, with at least one day a week in the office (Portland, OR, Oakland, CA, or Orange, CA). Responsibilities include new hire onboarding, employee record maintenance, benefits administration, payroll support, scheduling, and assisting with compliance audits. The ideal candidate possesses strong organizational and communication skills, along with relevant experience. Energy Solutions offers a competitive compensation package and a generous benefits package.

Requirements

• A minimum of 2 years of relevant work experience
• General knowledge of current regulations and laws applicable to payroll and benefits; payroll certification a plus
• Business writing ability with strong spelling, punctuation, and grammar
• 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 and takes the utmost care with confidentiality
• Demonstrates initiative, flexibility, accountability, and ownership of assigned tasks
• Proficient in MS Office tools including Word, Excel (strong proficiency preferred), and PowerPoint (skills tests will be required during the interview process)
• 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 to one of our offices located in Portland, OR, Oakland, CA, Orange, CA at least once/week

Responsibilities

• Prepare new hire paperwork, conduct orientations, and ensure new employees have the resources they need
• Maintain and update employee files and databases, ensuring accuracy and confidentiality
• Provide benefits administration support, including onboarding and offboarding tasks, processing Leaves of Absence, EDD requests, workers' compensation, and preparing carrier invoices for benefits payment
• Provide payroll administration support, including following up with employees on timesheet questions, arranging repayment of medical premium balances, and updating the HRIS system with employee changes, department changes, and supervisor updates
• Schedule meetings and coordinate onboarding tasks for new hires (using platforms like Monday.com) and communicate with new hires and supervisors via email
• Coordinate offboarding tasks for exiting staff and ensure cross-departmental communication regarding departing employees
• Audit and assist with the maintenance of employee records (both hard copy and electronic filing systems) to ensure information and required documents are up to date and complete
• Participate in meetings among internal departments to verify consistency with employee data
• Provide general administrative support, including answering phones, responding to emails, voicemails, and Slack messages
• Assist with mandatory reports (such as ACA, BLS, and other Federal and State-mandated reports)
• Assist with internal reports for all departments (DEI, status changes)
• Conduct insurance audits with the Benefits team and gather information as needed for internal or external audits
• Assist with documentation related to yearly internal compliance audits, such as SOC2, NIST, and 401(k)
• Be an active member of the Safety Committee and assist with any OSHA-related documentation
• Complete employment verification forms/letters
• Support special HR projects, such as diversity and inclusion programs, employee surveys, and wellness programs
• Perform other miscellaneous administrative duties as needed

Preferred Qualifications

• A bachelor's degree in business, human resources, or related major preferred
• Payroll experience
• SHRM-CP or PHR certification

Benefits

• 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)
• Wellness programs
• Remote work, flexible hours