Administrative Assistant

Job Title:      Administrative Assistant
Salary:           $68,000 – $80,000
Job Type:     Full-Time

Location: Requires California residency. Peninsula Clean Energy is a remote-first work environment with a preference to hire staff that live in or within a 100-mile radius of San Mateo County, CA. The Administrative Assistant will be required to come to the office as needed for work-related meetings and support and will be expected to attend in-person Board and staff meetings on a monthly to quarterly basis.

Position Summary

Concerned about sustainability and climate change? Want to apply your talents to the fast-growing, vitally important area of clean energy and do meaningful work that helps the community and the environment?  Peninsula Clean Energy is a dynamic, not-for-profit governmental organization that seeks a skilled administrative professional who wants to work in a collegial, innovative, and mission-driven environment. Come grow with us as we address climate change and lead the way forward with clean energy solutions. The Administrative Assistant is responsible for providing support to Peninsula Clean Energy staff throughout the organization. The ideal candidate will have excellent oral and written communication skills, be tech savvy, flexible, detail-oriented and thrive in a fast-paced setting.

The Administrative Assistant will work under the direct supervision of the Board Clerk/Office Manager to ensure efficient and smooth office operations. The ideal candidate will: provide clerical and general administrative level duties in support of multiple departments including Human Resources, support staff at monthly in-person public hybrid-style meetings, assist in the preparation of meeting materials, coordinate multiple calendars and meeting requests, and perform other related duties as required and assigned. The Administrative Assistant will interact with staff in all internal departments and externally with vendors and partner organizations as well as members of the Board of Directors, including any subcommittees, and the Citizens Advisory Committee.

Position Responsibilities

Office Support

  • Support in-person hybrid public meetings through: sharing presentations, behind-the-scenes meeting management, and in-person set-up including refreshments
  • Assist in the preparation of meeting materials including distribution and public posting as required by the Brown Act
  • Coordinate meeting scheduling including multiple calendars and conference room reservations
  • Schedule and organize conference calls, web-based and hybrid meetings (via Zoom, conference phone, Skype, GoToMeeting, Teams, etc.) as required, including for human resources interviews
  • Assist with staff registration for conferences and other offsite meetings including support of quarterly all-staff meetings
  • Support Human Resources with administrative tasks including: any necessary travel arrangements, interview scheduling, support with open enrollment and benefits administration, ordering/mailing onboarding equipment, and support within an HR Information System (HRIS)
  • Prepare and/or proof emails, documents, reports, notices, and presentations as requested
  • Support records management processes (both hard copy and electronic) including but not limited to: agendas, minutes, Fair Political Practices Commission (FPPC) Form 700, HR records, and corporate card reconciliations; including record destruction as necessary
  • Receive and distribute mail, sign for packages/deliveries, and prepare packages for shipment
  • When in-office, greet and provide general support to visitors, assist in maintaining office space
  • Other office and administrative support duties as may be required

Community Events – As available

  • Assist with the compiling of marketing materials for events
  • Assist with the set-up and tear-down of selected community events
  • Assist in staffing of community events

Candidate Qualifications and Requirements

Experience/Education

  • High School diploma; Associate’s degree or Bachelor’s degree preferred
  • Minimum of three years working in the service or administrative industry
  • Knowledge of San Mateo County/Merced County and its communities;
  • Bilingual in one of San Mateo County’s main translated languages, Chinese or Spanish, a plus
  • Knowledge of energy/utility industry a plus
  • Experience with elected officials a plus

Knowledge and Skills

In addition to being detail oriented and flexible in a fast-paced setting, the ideal, team-oriented candidate should have:

  • Ability to multi-task as the position assists with multiple departments’ needs
  • Strong organizational skills including the ability to plan and prioritize
  • Ability to communicate clearly, both in writing and verbally
  • Experience with calendar management
  • Proficiency with computers and relevant software including:
    • Zoom
    • Google Suite
    • Microsoft Office Suite
    • Box
    • Adobe
    • Human Resource Information System (HRIS) software
    • Granicus
    • Standard Office Equipment
  • Knowledge of clerical and administrative procedures such as filing and record keeping
  • Strong customer service skills for public interactions, both in-person and virtually, regarding sensitive and/or confidential issues
  • Ability to assess and solve problems – know how to “Google it” first
  • Ability to work with a team, as well as independently motivated
  • Flexible availability – ability to work evenings and weekends to staff Board and Committee meetings (monthly) and community events (as required)
  • Valid California Drivers’ License*

*Events take place throughout San Mateo County and Merced County; transportation and valid driver’s license required.

Physical and Working Conditions

Peninsula Clean Energy is a remote-first work environment, although staff may work in the office if preferred. Directors and staff are periodically required to attend in-office and off-site meetings in Redwood City, CA, generally on a monthly and quarterly basis.

ENVIRONMENT: Work is performed in either a typical office setting, or remotely, with exposure to typical office equipment. The noise level in the work environment is usually typical of an office environment and at public events (ie. fairs, meeting rooms, farmers’ markets, etc.) noise levels are moderate.

PHYSICAL: Employees are regularly required to sit, walk, and stand. Employees are occasionally required to walk, and stand for prolonged periods; stoop, bend, kneel and twist; and may lift up to 20 pounds. Employees must be able to communicate in person, in writing, and by telephone with Board members, management, co-workers, vendors, and consultants in face-to-face, one-on-one, and group settings.

Salary and Benefits

Compensation within the specified salary range is commensurate with experience. Peninsula Clean Energy offers a generous benefits package including:

  • Individual, family and domestic partner health (medical, dental, vision) insurance
  • Retirement and employer matching contributions
  • Health and dependent care flex spending account
  • Long term disability benefits
  • Cell phone and internet stipend for remote work
  • Paid parental leave
  • Paid vacation

How to Apply

Submit cover letter and resume to hr@PenCleanEnergy.com with the subject line:

“Administrative Assistant: <your name>”

The application materials must include:

  • Cover letter
  • Resume
  • Responses to the three supplemental questions listed below

Supplemental Questions:

  1. In fewer than 200 words, how would you summarize your experience and qualifications for the position?
  2. Describe your process for setting up a hybrid meeting with elected officials.
  3. Describe what technologies you have used in previous roles to be successful and your process when faced with a technology or process that you are unfamiliar with. Please provide specific examples.

About Peninsula Clean Energy

Peninsula Clean Energy is a Community Choice Aggregation agency. It is the official electricity provider for all of San Mateo County and the City of Los Banos. Peninsula Clean Energy’s customer base consists of almost 315,000 accounts, serving a population of 810,000.

Founded in 2016 with a mission to reduce greenhouse gas emissions in the county, the agency provides 100% clean energy at lower cost than PG&E. As a community-led, not-for-profit agency, Peninsula Clean Energy makes significant investments in our communities to expand access to sustainable and affordable energy solutions. Peninsula Clean Energy is on track to deliver electricity that is 100% renewable by 2025.

Peninsula Clean Energy’s mission is to reduce greenhouse gas emissions by expanding access to sustainable and affordable energy solutions. This includes providing cleaner power at lower rates with virtually GHG-free power as its standard power service. We have aggressive decarbonization goals including delivering 100% renewable energy on an hourly basis by 2025 and supporting our service territory in reaching comprehensive decarbonization for transportation and buildings by 2035. Peninsula Clean Energy is making significant and growing investments to advance these objectives, providing a full spectrum of programs and pilots to serve the community.

Peninsula Clean Energy is committed to complying with applicable laws, including the Americans with Disability Act and Fair Employment and Housing Act, ensuring equal employment opportunities to qualified individuals with a disability. Peninsula Clean Energy prohibits unlawful discrimination based on age, sex or gender (including but not limited to pregnancy, childbirth, breastfeeding or related medical conditions), genetic information or characteristics, gender identity, gender expression, race, color, ancestry, national origin, religion, creed, marital status, military or veteran status, sexual orientation, physical or mental disability, medical condition, or on any other basis prohibited by federal, state, or local laws.

The information contained herein has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. The information also does not constitute either an expressed or implied contract, and these provisions are subject to change.

 

Peninsula Clean Energy is an equal opportunity employer.