People and Culture Assistant (Hybrid- Oakland, 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.

We are currently seeking a People and Culture Administrative Assistant to join our People and Culture team offering direct support to the People and Culture team as well as providing administrative and general staff assistance. She/he must be able to adjust to rapidly changing circumstances and work well under pressure as situations warrant.  

The person filling this role will be required to work from one of our offices located in Portland, OR, Oakland, CA or Orange, CA once a week with the remainder of the time spent working remotely or hybrid, if preferred.   

Daily responsibilities include, but are not limited to: 

• Preparing new hire paperwork, conducting orientations, and ensuring new employees have the resources they need 
• Maintaining and updating employee files and databases, ensuring accuracy and confidentiality 
• Benefits administration support, including onboarding and offboarding tasks, processing Leaves of Absence, EDD requests, workers' compensation, and preparing carrier invoices for benefits payment 
• 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. 
• Scheduling meetings and coordinating onboarding tasks for new hires (using platforms like Monday.com) and communicating with new hires and supervisors via email. 
• Coordinating offboarding tasks for exiting staff and ensuring cross-departmental communication regarding departing employees 
• Auditing and assisting 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 
• Participating in meetings among internal departments to verify consistency with employee data 
• Providing general administrative support, including answering phones, responding to emails, voicemails, and Slack messages 
• Assisting with mandatory reports (such as ACA, BLS, and other Federal and State-mandated reports) 
• Assisting with internal reports for all departments (DEI, status changes) 
• Conducting insurance audits with the Benefits team and gathering information as needed for internal or external audits 
• Assisting with documentation related to yearly internal compliance audits, such as SOC2, NIST, and 401(k) 
• Being an active member of the Safety Committee and assisting with any OSHA-related documentation 
• Completing employment verification forms/letters 
• Supporting special HR projects, such as diversity and inclusion programs, employee surveys, and wellness programs 
• Performing other miscellaneous administrative duties as needed 

Minimum qualifications: 

• 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 s