Specialist-Energy Management Software

REPORTS TO:Manager, Energy
DEPARTMENT/CAMPUS:Facility & School Services: Maintenance
PAY GRADE:CP5 ($17.65 minimum)
FLSA:Non-Exempt

JOB PURPOSE SUMMARY:
This position is responsible for providing administrative and technical support for the District's energy management operations by processing utility data, ensuring billing accuracy, maintaining documentation, and supporting software-driven reporting functions.

KEY FUNCTIONS, ESSENTIAL DUTIES, AND RESPONSIBILITIES:
Energy Management Support:
1. Reviews and verifies the accuracy of utility invoices, including electricity, natural gas, and water.
2. Coordinates with utility providers to resolve billing discrepancies in a timely and professional manner.
3. Processes and tracks utility invoices to ensure prompt and accurate payment in accordance with District procedures.
4. Inputs, maintains, and monitors energy consumption and cost data within the District's energy management software system.
5. Generates regular utility usage reports and escalates anomalies or variances to the Energy Manager for review.
6. Maintains organized records of departmental documentation, including contracts, rate schedules, and utility correspondence.
7. Establishes and maintains user access to online utility portals for electricity, gas, and water accounts, where applicable.
8. Provides support to the scheduling specialist for HVAC and lighting requests, as directed.
9. Remains available for limited after-hours support to verify or adjust system schedules; compensated in accordance with District policy.
10. Monitors and maintains adequate inventory of office supplies and administrative materials necessary for departmental operations.
11. Maintains up-to-date utility account contact lists and ensures internal access credentials are current for all relevant platforms.
12. Tracks contract expiration dates and alerts the Energy Manager of upcoming renewals or required actions.
13. Assists in compiling historical energy usage data and documentation for external reporting or internal presentations, as directed.
14. Verifies data imports or integrations between energy tracking platforms and District systems, flagging issues for resolution.
15. Responds to internal inquiries regarding energy usage, billing status, or document requests, redirecting as appropriate.
16. Supports seasonal reporting tasks (e.g., fiscal-year rollovers, annual consumption summaries, or utility trend snapshots).
17. Schedules vendor appointments or service visits related to utility data corrections or portal access issues, as instructed.
18. Provides backup support to other energy team members during absences, under direction of the Energy Manager. 
19. Assists with the development or revision of standardized procedures for invoice processing, data entry, or filing, based on observed needs and departmental feedback.
Compliance:
20. Performs all assigned work activities in accordance with standard procedures and protocols established by the department and District, and in accordance with applicable standards, procedures, protocols, practices, codes, and requirements as set forth by applicable regulatory and governing entities including, without limitation, Texas Education Agency, Environmental Protection Agency (EPA), Federal Energy Management Program, Texas Education Agency, Texas Administrative Code, and Local Government Records Act.
21. Maintains current and relevant working knowledge of energy data management, utility billing standards, environmental compliance, energy efficiency practices, and other applicable compliance procedures related to the role.
22. Monitors respective work activity for variances and anomalies.
23. Identifies and timely reports any known or suspected compliance issues to appropriate personnel.
24. Assists with audits and the preparation for audits, whether initiated internally or externally, as assigned.
25. Adheres to all other District wide policies and procedures including, but not limited to, human resources, safety, and emergency protocols.
General:
26. Demonstrates support towards the District's Shared Vision, Mission, and Promise 2 Purpose.
27. Assists department leadership in the compilation of miscellaneous confidential reports.
28. Attends departmental and organizational meetings, as required.
29. Participates in continuing education programs and related activities to maintain proficient understanding and working knowledge relevant and essential to the job function and trade.
30. Displays integrity, responsibility, accountability, teamwork, and ethics.
31. Performs assigned job duties and responsibilities in accordance with established performance expectations, as well as with District policies, procedures, protocols and standard practices.
32. Demonstrates a working understanding of HVAC system functions and scheduling logic to support energy data accuracy, system monitoring, and coordination of operational requests.
33. Demonstrates proficient working knowledge of the software tools, digital platforms, and office equipment required to accurately manage utility data, support scheduling functions, and perform administrative tasks related to energy management operations.
34. Demonstrates advanced working knowledge and understanding of spreadsheet, word processing, and email applications, such as Google Sheets, Docs, and Slides, as well as other relevant systems and programs applicable to carrying out the essential duties and responsibilities of the job function.
35. Performs other duties as assigned.

MINIMUM EDUCATION, EXPERIENCE & CREDENTIAL REQUIREMENTS
--High school diploma or equivalent GED
--Prior experience working in a same or similar role
--Or an equivalent combination of education and work experience