Utility Program Coordinator/Assistant

Utility Program Coordinator/Assistant

California

We are the Environment & Planning Division of ICF and are passionate about doing what’s right for our clients, our people, the communities where we live and work, and the environment. We are planners, scientists, program managers, communicators, economists, technologists, and strategists. We are collaborative, curious, and committed to excellence—these are qualities we value that make us who we are and inspire us to grow. If you perform well in a fast-paced, engaging and collaborative environment, and would like to work with a diverse team of industry professionals, we encourage you to learn more about ICF (www.icf.com) and consider applying to join our team.

Although the range below is wider to accommodate growth within the job, this position will have a starting pay range of $70,000 to $85,000 based on % match of qualifications/experience/responsibilities, location, and other.

Position Description

ICF is currently looking for a Program Coordinator/Assistant to support various administrative, financial, and project-specific work for our growing utility and energy practice. The Program Administrator will work with various parts of our contract, financial management, safety, IT and program management teams to support broader utility client program management efforts. Experience in data management, contracting, financial reporting, invoicing, and scheduling with strong organizational and communication skills is required. Some understanding of database queries, SharePoint site management, Google Earth and other technical data management tools is preferred.

Project Intake & Environmental Compliance

• Data collection and communication to support environmental project intake documents
• Compile and verify construction activities and work locations.
• Conduct data queries related to project locations through environmentally sensitive area (ESA) databases to identify required subject matter review assignments.
• Compile data related to environmental requirements into field-ready compliance documents.

Program Coordination & Support

• Track project milestones, due dates, and follow-up action items & provide updates on the status of deliverables to clients and internal teams.
• Engage subject matter expert team members to support task assignments and ensure timely responses.
• Maintain and update Excel tracking sheets, SharePoint sites & project documentation and file systems.
• Support project setup, maintenance, and close-out activities.

Financial & Contract Administration

• Review and reconcile draft invoices
• Prepare invoice reports
• Submit and track expense reports
• Develop, track and report financial forecasts through client database
• Track and reconcile project budgets
• Create and update Excel spreadsheets for financial and project tracking
• Support contract setup, subcontracting, and contract change order processes
• Coordinate with subconsultants on contractual and invoicing requirements

Safety Program Support

• Serve as the program’s safety point of contact
• Ensure compliance with safety requirements
• Assign and track training requirements
• Evaluate safety materials for alignment with ICF Corporate Safety Requirements
• Liaise with the broader ICF Safety Team.

Basic Qualifications

• Bachelor’s degree in environmental sciences, business or finance, or related field and/or over 2+ years of equivalent financial and program and/or contract management experience

Additional Skills & Experience

• Proficient in use of Microsoft Excel, Word, SharePoint, data repositories, and Outlook
• General familiarity with Google Earth or similar mapping tools.
• Ability to manage multiple tasks and deadlines simultaneously.
• Proficiency in file management and document control.
• Detailed understanding of procedures for keeping accurate project and accounting records on a timely basis.
• Exceptional attention to detail and organizational skills.
• Excellent communication and interpersonal skills to work with clients and agency staff
• Ability to work effectively as part of a team
• Experience with Deltek CostPoint accounting system is a plus

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Working at ICF

We can only solve the world's toughest challenges by building a workplace that allows everyone to thrive. We are an equal opportunity employer.Together, our employees are empowered to share theirexpertiseand collaborate with others to achieve personal and professional goals. For more information, please read our EEOpolicy.

Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals withsincerely heldreligious beliefs, in all phases of the application and employment process. To requestan accommodation,please email [email protected] and we will be happy toassist. All information you provide will be kept confidential and will be used only to the extentrequiredto provide needed reasonable accommodations. 

Read more about workplace discrimination rightsor our benefit offerings which are included in the Transparency in (Benefits) CoverageAct.

At ICF, we are committed to ensuring a fair interview process for all candidates based on their own skills and knowledge. As part of this commitment, the use of artificial intelligence (AI) tools to generate orassistwith responses during interviews (whether in-person or virtual) is notpermitted. This policy is in place tomaintainthe integrity and authenticity of the interview process. 

However, we understand that some candidates may require accommodation that involves the use of AI. Ifsuch anaccommodation is needed, candidates are instructed to contact us in advance at [email protected]. Weare dedicated to providingthe necessary support to ensure that all candidates have an equal opportunity to succeed. 

Pay Range - There are multiple factors that are considered in determining final pay for a position, including, but not limited to, relevant work experience, skills, certifications and competencies that align to the specified role, geographic location, education and certifications as well as contract provisions regarding labor categories that are specific to the position.

The pay range for this position based on full-time employment is: