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Operations Administrator

Application Deadline: Priority given to applications received by January 19, 2018
Location:                                 1117 Minor Avenue, Seattle, WA
Position Type:                         40 hours per week, Non-exempt

Historic Seattle Background:

Together we are shaping a livable city that values and protects its collective history. Historic Seattle believes that historic places provide an essential link to the past, reminding us of who we are and where we came from. Founded in 1974, Historic Seattle is the only nonprofit membership organization dedicated to preserving Seattle and King County’s architectural legacy. Our mission is to educate, advocate, and preserve.

Position Summary:

The Historic Seattle Operations Administrator supports the general operations of the Historic Seattle administrative office and Dearborn House. The individual in this position is responsible for office administration and helps administer Historic Seattle’s philanthropy, education and event activities.  The individual will report to the Director of Finance and Administration and work closely with the Education Program Manager, Philanthropy team, and the Bookkeeper.

Essential Job Functions:

Office Administration (est. 10 hours per week)

  • Reception – Be a consistent presence at the administrative office, providing courteous in-person reception to visitors and guests, monitoring and managing the info@ email inbox and answering the general phone line.
  • Mail – Receive and process daily incoming mail. Record checks received on the daily log. Post daily outgoing mail, and package and ship book orders received online or otherwise.
  • Bank Deposits – Receive prepared bank deposits from the Bookkeeper and take them to the bank once per week on assigned day.
  • House Calendar – Monitor/oversee Outlook calendar of house activities and meetings – staff and renters – scheduled in our common space.  Ensure that the common space is returned to its regular order after meetings.
  • Supplies – Maintain appropriate standard inventory of necessary office and kitchen supplies, placing approved orders for restocking on a timely basis. Process and place approved special orders as needed.
  • 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.
  • Office Order and Maintenance – Ensure the administrative office space is tidy and coordinate the staff rotating calendar for care of our shared office space.
  • Staff Appreciation – Arrange snacks/treats for staff meetings and organize staff outings and celebrations.
  • Scanning and Filing – Provide assistance to Bookkeeper and Asset & Property Manager on a weekly basis and for special projects as time allows.
  • Other tasks as needed.

Philanthropy (est. 15 hours per week, fluctuating seasonally)

  • Prepare in-house mailing materials and assemble mailings.
  • Prepare fundraising event materials.
  • Enter gifts into fundraising software.
  • Manage weekly gift acknowledgment mailings, including list creation, letter creation, and completion of mailing.
  • Cleanup fundraising database, including audit of all current records and creation of system for future entries.
  • Provide other support for specific projects, events, and mailings as needed.

Education Programs (est. 15 hours per week, fluctuating seasonally)

  • Registrations – Receive and process program registrations online, in-person, over the phone and in the mail. Process reversals and disbursements as necessary. Task entails handling credit card, check, and cash payments.
  • Preparation – Prepare and assemble event materials and supplies, place or confirm orders with vendors (e.g. food, transportation) if necessary, post information to the website, send event reminder emails.
  • Execution – Provide occasional on-site event support at events.
  • Follow-up – Record attendance information in the database, return event supplies to storage.
  • Other tasks as needed.

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 “people skills” and the ability to work well with a team to successfully communicate and engage our constituency and execute events. It requires independent thought and decision-making skills. Organizational events and activities will require evening or weekend hours from time to time.

 Qualifications:

  1. Two or more years of relevant experience
  2. Demonstrated proficiency with Microsoft Windows, Outlook, Excel, Word and eTapestry or similar database programs
  3. Capacity to quickly learn new software and functions
  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
  9. Ability to climb stairs and lift up to 25 pounds (box of paper, for example)

Compensation:  The rate for this position is $16.50 – $18.50 per hour, depending upon experience. Medical, Dental, Long-Term Disability and Retirement Savings; Holiday, Vacation and Sick Day benefits are provided.

Please submit a resume and cover letter outlining how your skills and experience meet the qualifications of the position in PDF format to Lee Murray, Director of Finance and Administration, at info@historicseattle.org. If we contact you for an interview, you will be asked to provide at least three professional references.

Historic Seattle is an Equal Opportunity Employer. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or veteran status.