Administrative Specialist 3

NW Natural•Cle Elum, WA

7d•Onsite

About The Position

NW Natural Water owns and operates water and wastewater utilities in communities throughout Texas, Arizona, California, Idaho, Oregon, and Washington. Since 2018, we have acquired more than 30 utilities and today serve more than 190,000 people via 76,000 connections. Our parent company, NW Natural Holding Company (NYSE: NWN) (NW Natural Holdings), is headquartered in Portland, Oregon and has been doing business for over 165 years. The company operates through NW Natural Gas Company (NW Natural), SiEnergy Operating (SiEnergy), NW Natural Water Company (NW Natural Water), NW Natural Renewables Holdings (NW Natural Renewables), and other business interests, serving a combined population of over 2.6 million people. NW Natural Holdings' Texas operations are some of the fastest growing utilities in the nation, where our focus is on supporting developers by providing essential services to new communities. Our highly driven out-of-the-box thinkers are motivated to meet developer/builder timelines and requirements and pride themselves on partnerships with the developers, builders, and communities we serve.

Requirements

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.
Ability to multitask with continuous interruptions, while maintaining a professional demeanor.
Possess excellent customer service and communication skills.

Nice To Haves

Utility billing software experience

Responsibilities

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
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.
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.
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.
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.
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.