Administrative & Technical Support Specialist

Spectra Tech, Inc.; Richland (WA); On-site; USD 60,000 - 80,000; Full time

Job summary

Spectra Tech, Inc. in Richland, WA seeks an experienced administrative and technical assistant to support the Finance Vice President and team.

Under minimal supervision, you will handle confidential tasks, coordinate department activities, and help plan, budget, train, and report on finance operations. This role requires independent judgment, problem solving, and the ability to improve processes to enable efficient department workflows.

Qualifications

• High school diploma or GED with five years of admin or technical support experience.
• Knowledge of corrective action and action tracking processes is a plus.
• Strong analytical, organizational, and communication skills.

Responsibilities

• Provide advanced administrative support to Finance leadership and direct reports.
• Prepare agendas, materials, and briefings for leadership meetings.
• Monitor reports, track actions, and support corrective action closures.
• Assist with budgeting, procurement, and financial administration tasks.
• Coordinate calendars, scheduling, and training for finance personnel.

Skills

High level administration

Analytical skills

Organizational skills

Communication

Multitasking

Education

High school diploma / GED

Tools

Records management

Job description

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.