Position: Administrative Specialist
REPORTING RELATIONSHIP: Executive Director
STATUS: Full-time, Non-Exempt
Commute Seattle is a 501c(3) nonprofit Transportation Management Association (TMA) founded in 2004 with a mission to make it easy for everyone across Puget Sound to walk, ride or roll to Seattle’s opportunities. We are supported by local governments and public agencies and are part of a larger organization consisting of the Downtown Seattle Association and Metropolitan Improvement District. Commute Seattle partners with employers, destinations, and institutions to implement sustainable transportation options and trip reduction strategies that positively change commute behavior, improve quality of life, and support economic and environmental goals.
The Administrative Specialist is a vital part of a team supporting the Executive Director, stewarding operational excellence through best practice and process improvements, and cultivating a thriving staff culture so that our nationally recognized Transportation Demand Management (TDM) program can deliver effective and impactful solutions.
POSITION DESCRIPTION
The administrative staff is responsible for keeping the Commute Seattle office organized and running smoothly on a day-to-day basis. This role is for an experienced and versatile generalist who can diligently complete a wide variety of tasks, solve problems, and successfully juggle competing priorities. They will assist in developing and implementing policies and procedures, focus on efficiency, and assist with organizational bottlenecks if and when they arise.
RESPONSIBILITIES
Administration and Operations – 40%
• Assist with the creating and ensuring implementation of practices and procedures that support the organization’s ability to effectively deliver solutions and deliverables.
- Assist in supporting a healthy organizational culture, steward staff recognition events, retreats, internal check-ins, and team-building opportunities
- Coordinate weekly staff meetings, collect agenda items, track follow-ups.
- Place office supply and other purchasing needs.
- Provide administrative support such as notetaking and distribution, scheduling, and day-of logistics for Commute Seattle’s Advisory Board, the Downtown Transportation Alliance, and other groups of internal and external stakeholders.
- Support external events with venues selection and booking, confirming caterers, and tracking
Budget, Finance, Invoicing – 30%
• Maintain familiarity with formal contracted scopes of work and monitor implementation of deliverables and accurate billing using quarterly reports, invoices, and meetings with the program managers.
• Create and update monthly budget dashboard.
• Staff liaison to the board Finance Committee.
• Support monthly credit card reconciliation.
• Support the leadership team in contract monitoring, reporting, and invoicing; work with the accounting department to steward financial record keeping.
• Track contract timelines and renewal dates on behalf of the leadership team.
Executive Support – 15%
• Support Executive Director with scheduling, booking meetings and travel.
• Support the Executive Director and staff in the development, monitoring, and reporting of work plan progress towards the implementation of the strategic plan.
Technology and Information Systems – 10%
• Coordinate with IT contractors for individual and system needs and upgrades.
• Lead an information system and architecture audit and suggest improvements of tools like Calendly, Slack, Neon CRM, and SharePoint.
Hiring, Onboarding, Professional Development – 5%
• Attend staff and other internal meetings, trainings, and events.
• Implement employee onboarding checklist.
• Support hiring manager during recruiting with scheduling.
Other duties as assigned.
MINIMUM QUALIFICATIONS
- At least three years of related employment or educational experience, which may include client management, account management, executive assistant, operations, or other relevant experiences.
- Detail-oriented with strong organizational skills; experience using scheduling tools preferred.
- Accountability to record keeping such as program outcomes, activities, and financial records.
- Flexibility and adaptability; willingness to participate in on-the-job learning activities including supporting event hosting, client communications, etc.
- Excellent written and verbal communication skills, as well as the ability to organize and share complex information in a clear and concise manner.
- Ability to comprehend, analyze, evaluate, and communicate data in writing and/or to a broad range of audiences; the ability to self-audit and apply the principles of continuous improvement.
- Competency with Microsoft Outlook products such as Office Suite, Outlook, Forms, Lists, and/or SharePoint.
- Competency in and/or a willingness to learn Adobe Creative Suite, MailChimp, Zoom, and a CRM.
DESIRABLE QUALIFICATIONS
- Experience with project or program management, including budgeting, program design and planning, evaluation and implementing ongoing improvements.
- Experience with additional technological tools including Salesforce, Zoom webinars, Tableau Desktop, or SurveyMonkey
CHARACTERISTICS
- Commitment to growth mindset, collaborative leadership, and a learning-based philosophy.
- Demonstrates empathy and active listening when working with others; responsive communication and resolves issues completely and promptly.
- Humility, sense of humor, comfort with ambiguity, and servant leadership.
- Process-oriented and high attention to detail able to manage timelines and activities across projects.
- Self-starter who takes initiative on projects and can work independently.
- Strong critical thinking skills, reading comprehension skills, and written and oral communication skills.
- Team player who works well with staff across the organization.
PHYSICAL REQUIREMENTS
• Ability to lift and carry boxes of varying weights, including printed materials, catering trays, tabling equipment, and supplies. This may involve lifting up to 25 pounds or more.
• Ability to work comfortably at a workstation, with options for ergonomic accommodations such as adjustable chairs, standing desks, or other equipment.
• Capability to access and interpret information from computer screens.
• Excellent written communication skills for composing emails, reports, and other documents.
• Proficiency in using computer input devices such as keyboards and mice, or alternative input methods.
• Strong verbal communication skills for interacting with colleagues and clients in person, over the phone, and via video conference.
• Work in person, in a downtown Seattle office environment with moderate noise levels and occasional interruptions, multiple days a week, with quiet workspaces or noise-canceling headphones provided.
COMPENSATION
We are committed to internal and market equity. The hourly range for this position is $26.25 – $35.10. Salary is determined based on internal and market equity, internal and market data/salary ranges, and the applicant’s job-related knowledge, skills, and experience. Downtown Seattle Association provides a comprehensive benefits package including but not restricted to:
We also provide:
- Employer-paid full medical, dental, vision benefits
- 401K retirement plan with 5% employer match
- 9 paid holidays + generous vacation, personal holidays that increase with tenure
- Annual ORCA transit pass
- Corporate discounts
- First Choice EAP
- Flexible Spending Account
- Paid FMLA, short and long-term disability, life insurance
TO APPLY
This position is open until filled however priority will be given to applicants that apply by EOD Monday, June 10 with a desired start date of approximately July 16th.
Please send ONE (1) document combining your resume, cover letter, and three references to Hiring Manager Alex Hudson (alexh@commuteseattle.com) with the position title and your last name (e.g. Administrative Specialist LAST NAME) in the subject line to ensure consideration.
We recognize the value of the Downtown Seattle Association and our affiliate organizations and programs reflecting the diversity of the community we serve and are intentionally and actively seeking out applications from a variety of backgrounds, including members of the LGBTQIA+ community, and Black, Indigenous, and people of color (BIPOC).
Downtown Seattle Association is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, and, if necessary, disciplined without regard to sex, race, religion, creed, marital status, age, national origin, ancestry, color, sexual orientation, gender identity or expression, political ideology or activity, disability, honorably-discharged veteran or military status. All applicants are carefully screened, and full consideration is given to their training, education, skills, aptitudes, experience, and previous work record. In addition, DSA does not discriminate on the basis of genetic information in its employment related policies and practices, including coverage under its health benefits program.
NO TELEPHONE CALLS PLEASE