HISTORIC SEATTLE HIRING AN OFFICE ADMINISTRATOR

Historic Seattle Preservation and Development Authority JOB TITLE:            Office Administrator REPORTS TO:        Executive Director POSITION TYPE:    50% time – 20 hours/week, 4 hours/day (Holiday, vacation, and sick day benefits provided) GENERAL SUMMARY The Historic Seattle Office Administrator supports the general operations of the Historic Seattle administrative office.  The position is responsible for reception, mail, office supply and equipment ordering, inventory and support.  The position is also an IT coordinator, serving as the point person for network and computer maintenance and support, working with a contracted outside entity.  This position also provides support to the Program Director, particularly with regard to event registration and member communication, assistance to the Executive Director as needed, and other general staff support as assigned. ESSENTIAL JOB FUNCTIONS

1. Reception – Be a consistent presence at the administrative office, providing in-person reception to visitors and guests and answering the general phone line.
2. Mail – Receive and process daily incoming mail.  Record checks received on the daily log.  Post daily outgoing mail.
3. Event Assistance – Process event registrations received via mail or web site. Send event confirmations and generate check-in lists for events.  Send event reminders and directions using constituent database.  Participate as staff to organizational events as needed.
4. Credit Card Processing – Process orders received via mail and the Historic Seattle website for membership, donations, and event registrations.  Prepare related reports.
5. Bank Deposits – Receive prepared bank deposits from the Bookkeeper and take them to the bank once per week on assigned day.
6. Office Supplies – Maintain appropriate standard inventory of necessary office supplies, placing approved orders for restocking on a timely basis.  Process and place approved special orders as needed.  Monitor office supply budget to ensure spending is appropriate.
7. Office Equipment – Ensure office equipment is in working order.  Provide support and training to office personnel on the use of office equipment – phones, fax, copier, postage meter, cell phones and other organization-owned assets.
8. Computer and Network Support – Troubleshoot computer desktop and network problems. Coordinate with outside network support contractor to maintain the computer and network system in working order.  Maintain inventory listing of computer software and hardware.
9. Office Cleaning and Maintenance – Ensure the administrative office space is clean and orderly by coordinating the staff rotating calendar and overseeing cleaning service.
10. Document and Data Retention – Manage organizational document and data retention plan and annual destruction of documents and data no longer required or needed to be retained.
11. Executive Assistance – Provide assistance to the Executive Director as requested and as time allows.
12. General Staff Support – Provide general assistance to office personnel as requested and as time allows.
13. Volunteers – Oversee work of any volunteers providing time and expertise to Office and IT Administration function.
14. Cross training and Backup – Provide backup to other Historic Seattle program and administrative support staff (particularly membership tasks and functions) as needed to assure completion of critical tasks.
15. Other duties as assigned.

MINIMUM PERFORMANCE STANDARDS This position requires the incumbent to be present in the administrative office on a reliable schedule and to perform duties and tasks in a timely fashion.  It requires independent thought and decision-making skills.  The incumbent may be privy to network and data security information and must maintain strict confidentiality.  Organizational events and activities may require evening or weekend hours from time to time. QUALIFICATIONS

1. Two or more years of office administration and support experience
2. Demonstrated knowledge of basic computer systems
3. Demonstrated proficiency with Windows, Microsoft Outlook, Excel, Word and E-Tapestry or similar database programs
4. Demonstrated accuracy and detail orientation
5. Ability to work under pressure and meet required deadlines
6. Time management skills and the ability to prioritize competing duties and tasks
7. Ability to communicate clearly and professionally in both verbal and written form
8. Ability to work independently, yet collaboratively, in a team environment

Deadline to apply is January 6, 2012.   Please e-mail as cover letter and resume to Eugenia Woo, Director of Preservation Services, eugeniaw@historicseattle.org. No telephone calls accepted. For more information about Historic Seattle, please view our website at www.historicseattle.org.