Administrative Specialist

Non-Union Position
WTR-General Management Staff-Suncadia;
Cle Elum, Washington (US-WA)
Regular FT, Non-Exempt
Posting # 5502

Provides administrative, operational, and regulatory documentation support. Serves as the primary administrative coordination point for location based operations, supporting compliance documentation, invoice processing, scheduling, and records management. Ensures local administrative and compliance processes are executed accurately and remain audit ready, while escalating issues and deadlines to management as appropriate.

Administrative & Operational Support:

• Execute daily administrative tasks, including document preparation, mail sorting, scheduling, filing, data entry, and correspondence.
• Maintain local office supplies, equipment, and general office management functions.
• Support scheduling for inspections, field activities, contractor visits, and internal meetings.
• Prepare routine reports, summaries, or updates using standardized templates and established guidance.
• Assist with organizing onsite trainings, workshops, and regulatory inspections

Location-Level Coordination:

• Serve as the administrative liaison for the assigned system or region.
• Coordinate communication and information flow between field staff, customer service, engineering, and regional leadership.
• Track task completion and deadlines for local administrative processes.
• Provide day‑to‑day task guidance for any location‑based administrative personnel, without involvement in hiring, discipline, or performance management.

Regulatory Compliance Documentation:

• Maintain accurate and organized compliance documentation, including permits, sampling records, operator logs, inspection reports, certifications, and regulatory correspondence.
• Prepare draft submissions for regulatory filings following established templates and instructions.
• Track compliance deadlines and proactively notify supervisors or managers of upcoming requirements.
• Ensure both digital and physical compliance files remain audit‑ready.

Financial & Accounts Payable Support:

• Review and code invoices, purchase orders, and expenses according to company guidelines.
• Assist with reconciling local expenses and verifying supporting documentation.
• Maintain purchasing records, vendor files, and asset logs for the assigned system.
• Monitor spending patterns and flag inconsistencies for review by the General Manager.

Process Implementation & Support:

• Implement new administrative procedures, tools, and systems as directed by the General Manager.
• Participate in rollouts of new technology or software, providing on‑the‑ground support for local adoption.
• Identify workflow or documentation issues and elevate recommendations to the General Manager.
• Assist with data collection and support for small improvement initiatives.

Quality Control & Record Management:

• Perform quality checks on documents, records, and invoice coding to ensure accuracy and completeness.
• Train local staff (where applicable) in standard administrative processes, forms, and systems.
• Maintain secure, organized, and accessible recordkeeping systems consistent with company and regulatory requirements.

Required Qualifications (Required):

• High school education or equivalent.
• Five years prior experience in a general office setting, or equivalent. education/experience.
• Must show high degree of office skills, including office procedures and equipment. Proficiency in word processing/computer skills including Windows, Word, Excel, and Outlook. Must be proficient with keyboarding and 10 key.
• Utility billing software experience (preferred)
• Ability to multitask with continuous interruptions, while maintaining a professional demeanor.
• Possess excellent customer service and communication skills.

Physical, Environmental & Scheduling Requirements (Required if Applicable):

The incumbent works primarily in a professional office environment and routinely performs duties while seated at a computer workstation for extended periods. Regular use of a keyboard, mouse, and other office equipment is required. The position may experience periods of increased workload driven by regulatory…