Administrative & Technical Support Specialist

General Summary
Under minimal supervision, provides advanced administrative and technical support to the Finance
Vice President and direct reports. This role manages complex, confidential assignments; coordinates
department activities; ensures timely completion of corrective action responsibilities; and
supports departmental planning, budgeting, training, and reporting. The position exercises
independent judgment, resolves issues with limited guidance, and serves as a key member of the
management support team by anticipating needs, improving processes, and enabling efficient
departmental operations.
Principal Accountabilities Leadership & Department Support
Serve as a primary administrative partner to the Finance leadership team, providing proactive,
high level support.
Exercise independent judgment in prioritizing tasks, resolving issues, and recommending
improvements to management.
Participate as an active member of the management team and assume responsibility for complex
assignments to relieve the direct reports of administrative burden.
Meetings, Coordination & Communications
Prepare meeting agendas, staff meeting materials, and daily briefing packages for the leadership
team.

Attend department meetings (e.g., Staff, AII Hands) to document decisions, actions, and follow up
items.
Compose, edit, and issue professional correspondence, reports, memoranda, and meeting minutes.
Interface with internal stakeholders, customers, and external partners to resolve inquiries and
facilitate effective communication.
Corrective Action, Tracking & Reporting
Monitor AR/CR reports daily to ensure assignments are completed on schedule; provide reminders,
updates, and closure support to staff.
Maintain departmental status reports to support decision making.
Analyze trends and identify areas needing attention or process improvement.
Budget, Procurement & Financial Administration
Support development, monitoring, and reconciliation of departmental budgets.
Serve as credit card program administrator: track, authorize, and reconcile purchases, including
safety equipment, supplies, and subscriptions.
Manage procurement requests, contract requisitions, and change requests in collaboration with
managers and supervisors.
Scheduling, Training & Qualifications Management
Coordinate calendars, meetings, training sessions, and personnel schedules for the Finance direct
reports.
Ensure qualifications are current; schedule recurring and refresher training; maintain
qualification assignments in required systems.
Enroll personnel in training systems and ensure compliance with mandatory requirements.
Travel & Logistics Support
Administer departmental travel following company policies; coordinate bookings and process
expense reimbursements.
Facilitate site access, onboarding support, and SSIS in processing for employees, contractors, and
visitors.
Records, Documentation & Compliance
Maintain files and records according to Energy Northwest records management standards.
Manage proprietary and sensitive documents in alignment with policy.
Support contract preparation and processing in Finance.
Continuous Improvement & Departmental Planning
Anticipate operational needs and collaborate with leadership to implement improvements in
processes, communication, and coordination.
Obtain and act on feedback from internal customers and suppliers to enhance service quality and
organizational performance.
Emergency Response & Outage Support
Serve on the Emergency Response Organization (ERO) as designated.
Support outage assignments and associated readiness activities.
Ensure safety meeting attendance and maintain required job related training.

Skills and Experience

Knowledge of Corrective Action Program and Action Tracking processes.
Knowledge of records management standards and proprietary document controls.
Experience preparing and processing contract requisitions or change requests.
Familiarity with managed service provider program documentation.
Strong analytical skills with the ability to research, interpret data, and recommend solutions.
Advanced organizational, communication, and problem solving skills with the ability to multitask
in a dynamic environment.

Required Education and Experience
High school diploma/GED and a minimum of five years of administrative or technical support
experience.