Administrative & Technical Support Specialist...

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, AllHands) 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 client 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.

• 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.