Economic Development Coordinator (Direct Hire Temporary)

Salary range is $21.63 to $43.26, with a midpoint of $26.44. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

• This is a Direct Hire Temporary position with a duration of 12 months*

Sound Transit also offers a competitive benefits package with a wide range of offerings, including:

• Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.

• Long-Term Disability and Life Insurance.

• Employee Assistance Program.

• Retirement Plans: 401a

• 10% of employee contribution with a 12% match by Sound Transit; 457b - up to IRS maximum (employee only contribution).

• Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.

• Parental Leave: 12 weeks of parental leave for new parents.

• Pet Insurance.

• ORCA Card: All full-time employees will receive an ORCA card at no cost.

• Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.

• Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you'll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.

GENERAL PURPOSE:

Reporting to the Director

• Economic Development and under general direction, the Economic Development Coordinator is responsible for supporting the planning, organizing, and implementing of Sound Transit's Economic Development Program, which includes the Disadvantaged Business Enterprise (DBE) and the Small Business Program (SBP). This role supports essential contract compliance functions through contract records and documentation management including contract documentation review, organization, retrieval, and associated support in the implementation and administration of data management associated with Sound Transit's online electronic contract compliance systems.

ESSENTIAL FUNCTIONS:

The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Assumes responsibility for providing complete document management services in support of assigned line of business and projects; performs a full range of document retention, retrieval, and distribution services; ensures essential records and information is obtained, entered into electronic document management system(s), and managed in order for it to be readily retrieved when required; establishes and maintains online file systems; establishes and maintains electronic and paper copy file structures and retention systems in accordance with agency, state, and departmental guidelines; scans and processes documents; performs data entry for incoming documents including hard copy and electronic copies; uploads documents into appropriate electronic document management systems.

• Manages the logging, tracking, and processing of contract documents; obtains solicitation documents and ensures upload into Sound Transit's online contract compliance system; makes copies as required and forwards to responsible individuals for further processing; coordinates with staff to obtain complete contract information including solicitations, executed contracts, invoices, progress payments, change orders, cost estimates, and confidential documents; coordinates with contract administrators on a variety of matters including on specific contracts to provide all documentation relating to type of document; provides quality control of support documents to reflect current state of executed agreements and alignment with online records.

• Provides research, conducts searches, and provides documentation as requested by end users; supports document retrieval and assembly requirements in connection with internal and other audits.

• Participates in support for and integration of document control activities in assigned area of responsibility; trains individuals on document control related workflow, desktop level procedures, and tools; creates project record document folder structure; audits project records in coordination with Economic Development staff; manages document control activities in contract closeout; reviews data entry in electronic document management systems.

• Participates in the establishment and implementation of desktop level procedures to ensure compliance with requirements affecting retention, dissemination, access, and storage of information specific to assigned area of responsibility; and maintains knowledge of regulatory requirements governing the capture, control, distribution, and retention of project related documents.

• Actively participates in the establishment of document control audit schedule(s), participate in development of audit requirements, audit checklists, and processes and procedures. Serve as Lead for document control audits. Report preliminary audit results and develop the final audit report.

• Assists in special assignments including research, analysis, procedural development and implementation, document creation/revisions, other duties as needed; manages project, schedule, and deliverables; coordinates and negotiates with project and program managers to compile updates per production schedule; gathers updates for new contracts and outreach activities; performs quality checks and resolves discrepancies; edits content; and maintains reports.

• Provides additional records management support on matters as directed; serves as staff on a variety committees as requested; prepares and presents reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies, and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.

• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.

• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit's Equity & Inclusion Policy.

• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.

• It is the responsibility of all employees to integrate sustainability into everyday business practices.

• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience: High School or GED and two years of experience in performing records and file management functions including experience with hard copy and electronic document management systems, off-site storage and archival processes, and records retention; Or an equivalent combination of education and experience.

Required Knowledge and Skills:

• Operational characteristics, services, and activities of a records management program.

• Principles, practices, and procedures of electronic and hard copy records management, retrieval, storage, and systems.

• Principles of customer service.

• Modern office procedures, methods, and equipment including scanners, multi-functional devices, fax machines, computers, and computer applications such as electronic document management systems, word processing, spreadsheets, and statistical databases.

• Computer software including MS Access, MS Word, MS Excel, MS SharePoint, Adobe, IE Browser, and internet functions.

• Techniques to work effectively under pressure, meet deadlines, and adjust to changing priorities.

• Principles of business letter writing and basic report preparation.

• English usage, spelling, grammar, and punctuation.

• Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.

• Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups, and the general public.

• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.

• Administering and coordinating an efficient records management program and system.

• Participating in the development and administration of document control desktop level procedures

• Maintaining confidentiality and communicating with tact and diplomacy.

• Responding to inquiries and in effective oral and written communication.

• Applying project management techniques and principles.

• Working cooperatively with other departments, Agency officials, and outside agencies.

Preferred Knowledge and Skills:

• Familiarity with procurement process and associated documentation.

• Knowledge of, or experience working with, B2Gnow software.

• Pertinent federal, state, and local laws, codes, and regulations including Washington State public disclosure laws.

• Specialized records management requirements pertaining to public records including procedures and legal requirements necessary to maintain, archive, preserve, and protect public records.

Physical Demands / Work Environment:

• Work is performed in a hybrid office environment.

• Position is responsible for organizing, sorting, and digitally scanning hard copy files that are stored on Sound Transit campus; may be subject to bending, grasping, repetitive motion, seeing, and carrying and lifting of objects up to 25 pounds.

• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

• This is a Direct Hire Temp position with a duration of 12 months*

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.