Job Details

Requisition Number 17-0051
Title Administrative Assistant II
Job Type Full Time Regular
Union Unaffiliated
Location Denny
City Seattle
State WA
Work Schedule 4-day workweek; 30 to 35 hrs/wk
Description The Seattle Times is seeking an Administrative Assistant to provide administrative support to our Finance department. This position is responsible for maintaining Finance Directors’ schedules/calendars, processing legal bills, payroll and employee forms, meeting coordination, making travel arrangements, presentation and spread sheet preparation, mail distribution, ordering office supplies, copying documents, and maintaining centralized archive and retention files. The job schedule will be for a 4-day work week of between 30 and 35 hours per week.

Summary of Responsibilities

The primary responsibility for this position is to provide administrative support in managing and coordinating all functions of the Finance Department and the Finance Department management: Director of Finance, Controller and Financial Operations Manager with the utmost of confidentiality, accuracy and timeliness. They will be expected to perform the following:

•Process, respond to or refers all general Finance communications as needed. This includes phone calls, e-mail, interoffice and US mail, W-9 requests.
•Maintain schedule/calendars for Finance management. Make and coordinate Department travel arrangements as needed.
•Coordinate and schedule meetings, including auditors and project teams by contacting other people involved, coordinating times, reserving meeting room and arranging for any special equipment needs.
•Order and maintain an inventory of office supplies, including toner, paper and repairs for department copiers, fax machines, and printers.
•Prepare and submit biweekly payroll for Finance employees.
•Prepare and process employee forms for new hires, terminations, vacations, jury duty, leaves of absence and other personnel matters.
•Process periodic and monthly legal bills for approval and payment.
•Assist with financial information and administrative support for quarterly Board Meeting and annual Audit Committee Meeting as directed.
•Prepare presentations, spreadsheets and documents as needed.
•Share responsibility for maintaining records and files on site and at North Creek Facility including:
o Corporate and Affliate historical files
o Financial and Tax files
o Insurance and Real Estate files
o Pension and Legal files
o Pertinent Publisher/Blethen Corp files
•Update and maintain Finance Record Storage Log. Annually coordinates the review of financial records for additional retention or destruction.
•Renew annual business licenses for each Seattle Times entity.
•Assist with capital and operating budget preparation and data entry.
•Perform other duties and projects as assigned.

APPLICATION INSTRUCTIONS: When applying online, please include a cover letter.

The Seattle Times serves the Northwest with thoughtful, independent, Pulitzer Prize-winning journalism that impacts our community. As a news media company with a laser focus on journalistic standards and excellence, we provide clarity above the content clutter and engage readers across print and digital platforms to provide news that matters where, when and how they want it. Founded in 1896, The Seattle Times remains a family-owned business with deep roots in principled, investigative news coverage and service to our community.

The Seattle Times is an Equal Opportunity Employer. We offer competitive benefits and a work-life balance.

Requirements •Education: AA in Business or Accounting or equivalent experience
•Experience: 2+ years of administrative or related experience
•Excellent written and verbal communication skills
•High degree of proficiency in the MS Office suite, required. Comfortable working with spreadsheets, presentations, flowcharts. Experience with SharePoint and UltiPro a plus
•Superior organizational skills and the ability to manage multiple tasks simultaneously, often working within tight deadlines yet with acute attention to detail
•Excellent interpersonal skills with the ability to solve problems and maintain confidentiality using appropriate discretion as necessary
•Ability to communicate effectively with employees, managers, and executives throughout the company and with vendors to meet business needs and foster relationships
•Must be a self-starter with high initiative, able to clarify expectations and work independently
Apply On-line
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