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.