Administrative Staff Assistant

City of Seattle•Seattle, WA

8d•Hybrid

About The Position

Seattle Center is a 74-acre civic, arts, and cultural gathering place in the heart of Seattle. The Waterfront Team is seeking a detail-oriented Administrative Staff Assistant for an 6-8 month temporary opportunity. This temporary role is critical to maintaining the continuity of our daily operations and provides excellent growth potential for someone looking to expand their analytical and coordination skills. Acting as a central pillar for the team, this position provides comprehensive administrative and operational support for Waterfront Operations. Key responsibilities include ensuring our day-to-day business functions run seamlessly, budget coordination, partnership communication, as well as other tasks.

Requirements

One year of experience in administrative analysis, budget administration or preparation, office management, personnel administration, program administration, as staff assistant, or in a closely related field.
Bachelor's degree in business or public administration, or another closely related field, OR A combination of education, training, and/or experience that provides an equivalent background required to perform the work.
A belief in delivering a positive park user experience with high quality customer service.
Ability to juggle multiple tasks effectively and adapt to changing priorities to meet deadlines in a fast-paced, team-oriented environment.
Competency with database applications, Microsoft Office Suite, Adobe Acrobat, and desire to learn basic accounting concepts and principles.
Experience with financial processing (accounts payable & receivable) and budget processes.
Experience working in a fast-changing event atmosphere.
Operates with a strong equity lens in decision making.
Experience working in public spaces.
Strong project management skills, including detail orientation, organization, short-term and long-term planning, and budgeting.
The ability to be flexible and adapt as park operations continue to develop and change.
The ability to work independently to meet deadlines while also supporting other coworkers.
The ability to adapt communication styles to effectively develop relationships with others.

Responsibilities

Coordinate and lead complex scheduling across City Departments, as well as various partners/stakeholders to the waterfront.
Coordinating with City Clerk’s Office on Boards & Commissions appointment process; prepare appointment packets, send to City Clerk’s Office, etc. and Provide recordkeeping (track training completion, complete cross-validation reports, maintain member rosters, update SharePoint records, ensure completion of necessary forms).
Data input and management of Waterfront SharePoint, work order system, and communications system.
Lead on coordination with the waterfront operations management team and HR to develop hiring timelines and administer hiring processes, as well as track and oversee other human resource processes and needs, including training.
Lead scheduling, communications, meetings, and materials (including web updates) for the Central Waterfront Oversight Committee.
Coordinate across city executives’ offices for mayoral priorities, legislation, briefings and coordination.
Oversee utilization of automated office equipment; develop complex word processing applications; troubleshoot equipment and software problems and other technology.
Oversee the technology infrastructure of the waterfront team in coordination with Seattle Center staff, which includes software, hardware, and devices.
Responsible for ongoing Waterfront budget coordination and preparation, revisions and invoices.
Responsible for day-to-day purchasing of supplies and equipment and assisting in tracking budget expenditures.
Responsible for day-to-day purchasing for administration, maintenance, landscaping and Emergency Services Unit (ESU).
Prepare, coordinate and organize data for the Waterfront Park Performance Standard, including overseeing the quarterly park survey inspection process.
Prepare high level briefings and help develop and produce annual reporting to Executives, Mayor, and Council on waterfront operations.
Develop and review high level presentation materials for Waterfront management to brief partners/stakeholders/Executives.
Delegate action, draft responses, and track communications.
Manage feedback and close out process with customers internally and externally, and other duties as assigned.
Oversee and manage the Waterfront Operations Center, which will be the hub for the maintenance and public safety teams for the waterfront.
This will include coordination on shared space usage and management with partner organizations co-located within the building.
Act as the main lead on any issues related to the facility, and administrative needs for streamlined operations.