The Office of Economic Development (OED) is one of the Mayor’s Executive Offices and assists the Mayor and Council in developing, analyzing and implementing policies and programs that represent the City’s economic development agenda. The Office of Film + Music (OFM) and the Special Events Office are divisions of OED that provide direct customer service and permitting activities in support of the City’s economic development agenda.
This Administrative Specialist II-BU position provides general administrative support to the Office of Film + Music/Special Events unit. Specific responsibilities include:
Job Responsibilities:
- Receive and distribute mail and/or other materials; prepare outgoing mail for Office of Film + Music/ Special Events
- Coordinate and direct a variety of office functions and activities such as managing filing systems and purchasing office supplies for Office of Film + Music/ Special Events
- Create and issue invoices for Film and Special Events permits, as well as receive and process payments, and issue receipts and deposits
- Maintain databases that track financing, permit activity and calendars; maintain departmental files, logs, indexes and record keeping systems; and maintain appropriate historical data including preparing and processing record retention cycles and scanning documents for electronic storage
- Schedule meetings for departmental staff; assist with general set up of conference meetings and community engagements
- Maintain calendar and schedule for Office of Film + Music/Special Events Director; assist with general set up of Director meetings and community engagements
- Create annual schedules for off-site meetings via SMT Building Portal or other reservations system for full Special Events Committee, full Music Commission and sub-committees and other meetings that occur regularly at off-site locations as needed
- Take, prepare and distribute minutes and records of official proceedings for full Special Events Committee, full Music Commission Committee; three sub-committees Youth + Community, Policy + Communication, and Executive Committee; and Special Events sub-committees as needed
- Provide administrative support for the full committees and sub-committees, including: scheduling additional meetings, assisting with set up of new committee members, monitoring committee lists, maintain lists of items and events to be reviewed by the committees
- Assist with basic updates to the Film + Music/ Special Events website, in addition to updating event calendars, and Trumba database calendar
- Review content of documents and data for accuracy and compliance with specific program guidelines and policies
- Data and information research as required
- Perform other related duties as required
Qualifications:
Minimum Requirements: Requires two years of clerical support experience (or a combination of education, training and/or experience which provides evidence of the ability to perform work of the class).
License: Washington State Driver’s License is required for this position.
Additional Information:
Desired Qualifications:
- Fluency in Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint.
- Experience with Access database program
- Experience with online permitting software
- Experience working in a fast-paced, high-volume, close-knit office work environment.
- Familiarity with City of Seattle data and financial processes
- Familiarity with greater Seattle area including City Parks, City Streets, and Council Districts.
- Experience calendaring for an Executive.
- Experience in basic accounting, including reviewing and processing invoices, payments, and customer refunds.
Note:
If you have questions please contact Yoshiko Grace Matsui at yoshiko.matsui@seattle.gov.
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