Administrative & Technical Support Specialist (Finance)

Finance Administrative And Technical Support Contractor

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.

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 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.

EEO: "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."