Program Support Specialist (Food Policy & Programs)

  • Seattle
  • Seattle, WA, USA
  • Sep 13, 2018
Full time Admin Assistant/Environmental Support Advocacy and Policy Communication - Public Outreach EHS - Environmental, Health & Safety Sustainability

Job Description

Position Description

The Office of Sustainability & Environment (OSE) develops and implements citywide environmental policies and programs to advance a sustainable, equitable, and carbon neutral future for Seattle while creating vibrant communities and building shared prosperity. As part of this mission, OSE provides strategic direction in Seattle's food policy work, including advancing the coordinated, multi-department Seattle Food Action Plan, and implementing the Fresh Bucks food access program.
 
To help ensure the continued success of the food team's programs, we have an opportunity to bring in a Program Support Specialist to be part of the food team. In this role, you will support OSE's food policy and programs team through performing specialist administrative functions, supporting stakeholder meetings and events, assisting with special projects, and providing customer service, both in writing and over the phone. You will also identify areas where administrative processes could be strengthened and propose and establish processes to ensure work is being done effectively and consistently. OSE prioritizes racial equity and environmental justice in our work to protect Seattle's environment, and you should share OSE's commitment.  

Job Responsibilities

Here is more about what you'll be doing:
 
General Office Support:

  • Providing support to the food policy and programs team of nine including coordination of staff equipment and supply needs, scheduling support, and maintaining meeting and operations calendars
  • Maintaining tracking and progress documents to track staff completion of action items that advance programmatic milestones
  • Establishing and maintaining file organization systems; performing records retention and records request duties
  • Interpreting and applying existing guidelines to develop and revise administrative support procedures
  • Assisting with procurement including vendor searches, vendor communication and placing and tracking orders
  • Assisting with collecting, organizing, and transcribing information and data for annual reports and program evaluations
  • Drafting and posting social media and other programmatic communications
  • Editing, printing, preparing, and distributing program collateral 

Customer Service:

  • Serving as front end customer interface in person or by phone, referring customer inquiries to appropriate team members
  • Responding to customer email requests for information on food programs in clear, succinct language
  • Drafting replies to correspondence assigned by Mayor's office and others
  • Working with staff to ensure timely updates of constituent records and contacts/referrals in contact management databases
  • Representing the City and department at outreach events 

Meeting and Event Support:

  • Scheduling meetings, reserving rooms, coordinating meeting logistics, ordering and procuring food and supplies, setting up and breaking down rooms and equipment, and preparing and copying materials
  • Assembling and verifying invite mailing lists, checking for updates, drafting and prepping emails, and maintaining RSVP lists
  • Creating and maintaining contact lists, files, and other documents for advisory and stakeholder groups
  • Taking concise, relatable notes in fast paced meetings; clearly communicating meeting process and identifying action steps and follow-up items
  • Preparing and distributing minutes and records of meetings and proceedings for advisory groups, stakeholder groups, and team members

 
Accounting/Grants & Contracts Support:

  • Coordinating with Finance staff to handle accounts payable duties, such as collecting invoices and preparing initial coding, copying and scanning, and filing
  • Processing online payments and maintaining copies and documentation for credit card statements, as well as researching payment issues for vendors
  • Tracking and processing contracts and amendments, preparing and distributing copies for Clerk, accounting, and vendors
  • Reviewing contract status list bi-weekly and alerting Grants & Contracts Specialist and project managers of upcoming deadlines 

You will be successful in this role if you possess the following skills, abilities, and experience:
 
Skills

  • Excellent oral and written communication skills
  • Highly organized, self-motivated, and detail-oriented
  • Collaboration and teamwork
  • Listening and communicating professionally with a range of internal and external customers
  • Advanced technical expertise in office practices and procedures 

Abilities

  • Providing exemplary customer service under stressful situations, responding with patience and professionalism to customer requests for assistance and information
  • Synthesizing and clearly communicating information from multiple sources
  • Working autonomously and staying focused with minimal oversight, applying independent judgement within defined guidelines
  • Managing your own work, taking ownership of a project, anticipating project needs, and acting independently to execute tasks
  • Proficiency in Microsoft Excel, Word, Outlook, OneDrive, and the ability to learn new systems 

Experience

  • Working in a multicultural workplace with diverse customers with an emphasis on cooperation, collaboration, and inclusiveness in support of promoting racial equity and social justice
  • Juggling multiple tasks efficiently and adapting easily to changing priorities to meet deadlines in a fast-paced, team-oriented environment
  • Logistics planning and coordinating meeting arrangements
  • Food access and nutrition programs, food systems, or food policy issues

Qualifications

In addition to the ability to perform the work described above, you will need to possess the below required qualifications (or a combination of education and/or training and/or experience which provides an equivalent background required to perform the work of the class):

  • 2 years of clerical support experience

Due to the fiduciary nature of the work, job offers are contingent on review of criminal history as well as verification of information provided by the applicant as part of the application process. In compliance with Seattle's Fair Chance Employment Ordinance, SMC 14.17 applicants will be provided an opportunity to explain or correct background information.

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Sector

Government- Local/Regional

Salary

$24.28 - $27.18 Hourly