Administrative Assistant/Intake Assistant

Organization Summary

Ecolibrium3 is a Duluth-based nonprofit whose mission is to lead and inspire change towards an equitable and sustainable future. The nonprofit accomplishes this mission by leading sustainable revitalization initiatives in Duluth’s low-income Lincoln Park neighborhood and community-wide sustainability and resiliency initiatives in energy transition, housing stock improvement, economic security, and health. The organization’s work has won numerous national awards for excellence in programming and community impact, including the White House Champion of Change for Building Resilient Communities Award, the US Environmental Protection Agency’s Seeds of Change Award, and the US Conference of Mayors Outstanding Achievement Award. 

Posting Date
Closing Date
Location in MN
Job type

The salary range for this position is $41,000-$47,000, depending on experience.

At this time Ecolibrium3 does not offer a health care plan. Instead, employee compensation is set to accommodate employees purchasing their own plans. Eligibility for company retirement benefits will occur after three months of employment.


As a place-based community organization, our work is in person. Accordingly, this is a full-time (40 hours per week), in-person position. We offer 10 employee-directed remote working days a year.

Primary Duties
  • As a member of our energy navigation team, the administrative assistant/intake assistant will ensure that residents complete the steps and paperwork necessary to access energy audits and energy efficiency upgrades, work with our energy team and contractors to schedule energy audits, and ensure that grant requirements are met:
    • Understand program components and eligibility 
    • Ensure that residents complete all necessary forms for program processing, including income verification forms
    • Follow up with households to acquire missing documents
    • Perform income verification determinations for review by City staff
    • Complete Environmental Review Requests for submission to City staff
    • Prepare RFPs for distribution to energy industry contractors 
    • Engage with energy industry contractors to complete contract paperwork
    • Provide contractors with notice to proceed and other paperwork for each household
    • Schedule the energy auditor for energy audit appointments
    • Schedule appointments and appointment reminders in the management system
    • Enter data into database
    • Work with technology staff to improve digital forms and workflow
    • Track program data and statistics
    • Ensure files contain all documents to be in compliance with grant requirements
  • Though the main focus of the role will be with the energy navigation team, this role will also provide some administrative support for other programs and the organization overall as needed.
  • Each of our staff roles evolve as organizational needs change. The responsibilities of this job will therefore evolve over time in conversation with the employee.

Individuals with experience as case managers, intake specialists, or administrative assistants could do well in this role. An individual in this role will work in tandem with a recruiter who does the main outreach, calling, and explanation of the program with residents. This particular role will need to understand program components and have some interaction with residents, but the focus will be on the administrative and file management side.

  • Prior administrative, intake, or case management experience
  • Polite and professional communication via phone, e-mail, and mail
  • Attention to detail
  • Excellent time management skills
  • Strong organizational skills and the ability to multitask
  • Strong computer skills
  • Experience working with databases or data management software (especially Caspio)
  • Demonstrated ability to work independently with minimal supervision, to prioritize and resolve problems, and to work under pressure
  • Self-aware and communicative regarding needs and support needed to accomplish tasks
  • Flexible and comfortable with change in a rapidly evolving organization
  • Dependable and accountable
  • Passion for helping people
  • Maturity, teamwork, problem solving, learning, and professionalism
  • Committed to celebrating diversity, practicing inclusivity, and committed to advancing equity and accessibility for all
How to Apply

To apply, please submit the following materials by midnight on November 30, to Lora Wedge at [email protected]:

  • Cover letter explaining your interest in the position, a description of any relevant life or work experience, and why you would be a good fit for the position and Ecolibrium3
  • Resume

Ecolibrium3 is an equal-opportunity employer committed to workforce diversity.


Get MN clean energy news & opportunities