Operations Specialist

Energy Trust of Oregon • Portland, OR

11d • $70,200 - $103,800 • Hybrid

About The Position

The Operations Team plays a vital role within the broader Energy Programs division, providing essential technical and operational support for the scoping, implementation, and delivery of the program. The team manages project and payment processing across multiple programs while driving best practices and consistency for cross-program processes and technical operations. As an Operations Specialist, you will help identify and implement business processes and software improvements that enhance the efficiency and effectiveness of program operations. Working with internal and external stakeholders to assess, implement, and drive adoption of operational improvements across program design, software systems, and business processes. Your focus will be on understanding the impact on end-users, developing strategies to increase awareness, facilitating smooth adoption, and mitigating potential risks. You will provide operational support for the scoping, development, and launch of new programs and initiatives, and contribute to training efforts for program support staff. As a member of the Operations Team, you will serve as a primary liaison to the Energy Programs teams, ensuring seamless collaboration between operations and program staff. In this capacity, you will help evolve existing programs and integrate new state- and federal-grant-funded initiatives, making energy efficiency upgrades more affordable and accessible for communities. The Operations Specialist serves as an integral part of the Operations Support Team and, as such, may be called upon to perform other duties on behalf of the organization in addition to those detailed here. This individual reports to the Program Operations Lead.

Requirements

• Bachelor’s degree or equivalent professional experience.
• 3 years of professional experience in business/program administration, technical customer service, or project management as a product owner.
• Ability to develop and lead efforts related to changes in systems or business processes.
• Strong knowledge of MS Office suite, Customer Relationship Management (CRM) systems, SharePoint, and other database applications, experience with SQL & Power BI preferred.
• Excellent written and verbal communication skills, knowing when to seek to understand, when to influence, and when to listen.
• Strong analytical and problem-solving skills with demonstrated ability to quickly gather, analyze, and synthesize information.
• Proven coordination and organizational skills, attention to detail, and the ability to effectively prioritize and juggle multiple concurrent projects.
• Highly self-motivated and accustomed to working in a fast-paced team-based environment.
• Must be able to interact with a diverse workforce and be comfortable working in culturally diverse settings and groups.

Nice To Haves

• experience with SQL & Power BI preferred

Responsibilities

• Identify, support, and implement changes to systems or business processes that improve the efficiency and effectiveness of program operations.
• Provide input on the business requirements and implementation of new software, ensuring users’ needs are met and resulting process workflows are efficient.
• Provide support to program staff, other internal staff, and external staff by providing information and feedback on operational best practices in the delivery of programs, communication and outreach efforts, and cross-functional projects.
• Track ongoing adoption of changes, surfacing pain points, and if additional reinforcement is needed.
• Work with staff on proposed changes to identify any significant risks that may impact the adoption by end-users.
• Provide support to managers and leads, ensuring they have the information needed to help their staff adopt changes.
• Support programs in the scoping, development, and implementation of new programs, pilots, and new initiatives, ensuring they can be efficiently implemented and align with operational best practices.
• Support data related quality assurance and quality control improvements.
• Review project data and participant information in Energy Trust systems and other business applications. Leveraging reporting and analytics tools to improve data quality.
• Crosstrain in program operations responsibilities to provide back-up and support to other team members, including various program management, delivery, and customer service processes and functions.
• Provide technical assistance and training to program staff to ensure data systems are being used as intended and that enhancements to systems or processes are effectively implemented.
• As a power user of systems, inform and work with Operations Analysts, Program and IT staff on program software needs and enhancement requests through the Business Systems Prioritization Process.
• Document, train, and provide guidance to internal and external staff on organizational standards, program procedures, and the use of Energy Trust systems.
• Develop, review, and refine program forms, manuals, training materials, and other legal and compliance documents.
• Oversee and support the weekly payment review and approvals, incentive check disbursement, and correction processes for timely and accurate incentive payments while ensuring compliance with finance audit and controls processes.
• Oversee audits of payments, project records, program files, AD accounts, and other compliance processes with Finance and Legal departments, leading efforts to improve quality and resolve identified problems.
• Perform other job-related duties as assigned.
• Perform all functions of the job in a safe manner.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level