Some of what you'll be doing: As the Commission Staff Assistant, you will manage, publish and migrate historic records of the Port of Seattle Commission and provide essential administrative support for all aspects of public meetings.
- You will prepare public meeting materials in physical and electronic form including checking for errors in formatting, commission memo requirements, obvious errors to the action request or missing attachments.
- You will maintain physical and electronic copies of approved commission meeting minutes and all supplemental documents including memos, presentations, comment from public and attachments provided last-minute.
- You will prepare minutes for signature, creating conformed copies for online posting and uploading approved minutes for public use.
- You will maintain, migrate, and restore historical commission records to provide for their publication online including resolutions, motions, policies, and other governance documents.
- You will ensure records are maintained and are accessible to members of the public, employees and stakeholders.
- You will maintain physical and electronic records of recent commission actions including actions for signature, correct attachments to resolutions and motions, and will provide signed actions to interested parties.
- You will provide for archive and microfilming (when needed) commission records.
- You will provide for the recording of commission records, when needed, and transfer to the King County Recorder’s Office.
- You will provide public meeting support to staff, elected officials, and members of the public including meeting set-up and break-down, providing documents, managing public comment sign-ups, minding the public timer, and serving as a first point of contact for members of the public.
- You will support the use of the commission (agenda) memo routing site by employees port-wide, by responding to questions and providing guidance to employees.
- You will calendar commission public meetings, executive sessions, and working group deadline reminders and adjusts calendar events as needed throughout the year to accommodate time and location changes and meeting cancellations.
Who you are: Two years of experience may be substituted for one year of education:
- Experienced – You have two (2) years of professional administrative support, including one (1) year managing records.
- Educated – You possess an Associates degree.
- Desired – We hope you have a Bachelors degree and two (2) years of records management or administrative experience in a public agency.
- Politically Savvy – You are able to engage diverse audiences, build rapport, work with composure and deal effectively and diplomatically with internal and external stakeholders.
- Effective Communicator – You possess excellent communications skills, both written and oral, as well as being particularly skilled at demonstrating your political acumen and analytical abilities in your interactions with the commission and staff.
- Organizational Skills – You are well organized and have great time management skills. You prioritize and balance various assignments and responsibilities as needed through planning, teamwork and collaborating with stakeholders.
- Adaptability - You are able to work effectively in a high stress environment with many deadlines, unresolved situations, frequent changing priorities, delays and unexpected events while staying calm under pressure.
What else you need to know:
- Driver’s License – You will need a valid Washington State Driver’s License, or the ability to obtain one, is required in order to travel locally to project sites.
- Work Schedule – Your normal work schedule will be Monday – Friday, 8:00 a.m. to 5:00 p.m. (40 hours per week).
- Work Environment – You will primarily work in an office environment and will be required to travel to multiple locations.
- Overtime Eligible – You are eligible for overtime pay in this role.
- Security Requirements – As the successful candidate, you l must pass a Transportation Security Administration (TSA) background check, as well as a criminal history background check with the Federal Bureau of Investigation (FBI). Your employment will be contingent upon obtaining a Port of Seattle ID badge upon clearance.
Why you'll love it here:
- Healthcare – Medical, Dental and Vision Care with options that work for you and your family.
- Paid Vacation – Just about four weeks per year that increases with tenure to rest and rejuvenate.
- Holidays – More than ten days per year to celebrate with family and friends away from work.
- Pension/Retirement Plans – A pension and additional savings plans to prepare for your future after the Port.
- Getting to Work – Fully subsidized parking and a low-cost public transit card to get you here.
- Parental Leave – Six weeks paid leave to spend with new additions to your family.
- Development – From tuition reimbursement, training, stretch assignments and internal internships, we support a learning culture.
- Diversity – We foster opportunities for employees to contribute to our communities and business success in a way that celebrates a fully inclusive and engaged work environment.
- Work-Life Balance – We provide the resources to help you create habits to be healthy and balanced.
- Mission Driven – We are focused together in promoting economic opportunities and quality of life in the region by advancing trade, travel, commerce and job creation in an equitable, accountable and environmentally responsible manner.
Why the Port of Seattle: Every role at the Port of Seattle is vital to our thriving community. We are a leader in moving people and cargo across the country and around the world. With facilities and property ranging in scope from a half-acre park to one of the largest airports and container terminals on the West Coast, we maximize the public assets in our portfolio with an eye toward best uses and environmental sustainability.
The Port of Seattle is an equal opportunity and affirmative action employer that values diverse perspectives and life experiences. We encourages people of all backgrounds to apply, knowing decisions concerning the employment relationship will be made without regard to age, race, ethnicity, color, religion, creed, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, marital status, citizenship status, veteran status, the presence of any physical or mental disability, or any other status or characteristic protected by federal, state, or local law, regulations and ordinances.
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