Senior Associate, Operations

Job Description

Job Description

Description:

The Senior Associate, Operations supports the work of the Downtown Seattle Association/Metropolitan Improvement District (DSA/MID) by providing critical administrative, operational, and compliance support across multiple organizational functions.

The Senior Associate, Operations is responsible for and administering bi-weekly payroll processes, as well as tracking and coordinating operational requests, ensuring timely follow-up on maintenance and service issues, supporting Public Records Act compliance efforts, maintaining training and compliance records, and conducting research projects. This position serves as a key coordinator for the Elliot Bay Connections (EBC) Operations and Maintenance program, payroll administration, and organizational compliance initiatives.

This role requires exceptional attention to detail, strong organizational skills, sound judgment, and the ability to manage multiple priorities while maintaining accurate records and ensuring accountability across teams.

Duties & Responsibilities

PAYROLL ADMINISTRATION

• Coordinate bi-weekly payroll processing activities and payroll submission timelines.
• Review timesheets, payroll records, and supporting documentation for completeness and accuracy.
• Monitor payroll deadlines and communicate requirements to supervisors and staff.
• Follow up with supervisors regarding outstanding approvals, corrections, or missing information.
• Assist employees and supervisors with payroll-related questions and troubleshooting.
• Coordinate corrections and adjustments when payroll discrepancies are identified.
• Prepare payroll documentation and supporting materials for processing.
• Maintain payroll records and documentation in accordance with organizational policies and procedures.
• Assist with payroll audits, reporting, and record retention requirements.
• Support onboarding and offboarding activities related to payroll administration.

EBC OPERATIONS & MAINTENANCE COORDINATION

• Review and monitor reports (daily, weekly and other cadence) submitted by contractors, subcontractors, service providers, and operational partners.
• Evaluate reported issues and coordinate appropriate follow-up actions with internal staff and external vendors.
• Track maintenance requests from receipt through resolution and ensure timely communication with responsible parties.
• Maintain detailed records of operational issues, work orders, service requests, and project status updates.
• Coordinate with contractors, consultants, and service providers to ensure work is completed according to established standards and timelines.
• Monitor response times and completion status of operational and maintenance activities.
• Assist in identifying recurring issues and support continuous improvement efforts related to operations and maintenance programs.
• Prepare status reports and summaries for leadership regarding operational activities, trends, and outstanding issues.
• Support documentation management and record retention related to EBC operations.
• Serve as a point of contact for routine operational inquiries and coordinate communication among stakeholders.

COMPLIANCE & ADMINISTRATIVE SUPPORT

• Support the Chief of Staff in coordinating responses to Public Records Act requests.
• Maintain organized records and documentation associated with compliance activities.
• Track staff training requirements, certifications, and completion records.
• Coordinate training schedules, reminders, and documentation to ensure organizational compliance requirements are met.
• Conduct research projects and compile information to support operational, administrative, and strategic initiatives.
• Assist in developing and maintaining internal procedures, documentation, and reference materials.
• Monitor deadlines and ensure required reports, filings, and compliance activities are completed on time.
• Maintain accurate databases, spreadsheets, and tracking systems.
• Support audits, records reviews, and information requests as needed.
• Prepare reports, summaries, and presentations for internal stakeholders.

GENERAL DSA SUPPORT

• Maintain accurate records, databases, and operational tracking systems.
• Assist with project coordination across departments and teams.
• Prepare meeting materials, agendas, notes, and follow-up action items as assigned.
• Support organizational initiatives requiring detailed tracking, coordination, and documentation.
• Ensure deliverables are completed accurately and within established deadlines.
• Identify opportunities to improve administrative processes and operational efficiency.
• Participate in staff meetings, committee meetings, and project teams as required.
• Perform other related duties as assigned.

• 3+ years of experience in operations coordination, administration, payroll, compliance, project coordination, or a related field.
• Exceptional attention to detail and ability to maintain accurate records.
• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Experience coordinating processes that involve multiple stakeholders and deadlines.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Experience working with payroll systems, HRIS platforms, or similar administrative systems preferred.
• Advanced proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Ability to research, analyze information, and prepare concise summaries and recommendations.
• Ability to follow established procedures while exercising sound judgment when addressing unique situations.
• Self-motivated, dependable, and able to work independently.
• Ability to adapt to changing priorities and organizational needs.

Characteristics

• Reflect the Downtown Seattle Association's core values of Collaboration, Perseverance, Innovation, Excellence, and Integrity.
• Commitment to a growth mindset, collaborative servant leadership, and a learning-based philosophy.
• Highly organized, process-oriented, and dependable.
• Strong sense of accountability and follow-through.
• Professional, diplomatic, and service-oriented in interactions with staff, contractors, and stakeholders.
• Comfortable working in a fast-paced environment with evolving priorities.
• Ability to maintain accuracy while managing multiple deadlines and competing demands.
• Willingness and ability to engage with evolving responsibilities and organizational needs.

Compensation

The hourly pay range for this position is $29.10 – $36.38/hour DOE ($60,528 - $75,660 annually). Downtown Seattle Association provides a comprehensive benefits package, including:

• Employer-paid full medical, dental, vision benefits, short and long-term disability, life insurance
• 401(k) retirement plan with 5% employer match
• 9 paid holidays + generous vacation, personal holidays that increase with tenure
• Sick leave in accordance with Washington State Sick & Safe Leave law
• Annual ORCA transit pass
• First Choice EAP
• Flexible Spending Account

We recognize there is value in the Downtown Seattle Association and our affiliate organizations and programs reflecting the diversity of our community and we are intentionally and actively seeking out applications from a variety of backgrounds, including members of the LGBTQIA+ community, and Black, Indigenous and people of color (BIPOC).

Downtown Seattle Association is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, and, if necessary, disciplined without regard to sex, race, religion, creed, marital status, age, national origin, ancestry, color, sexual orientation, gender identity or expression, political ideology or activity, disability, honorably discharged veteran or military status. All applicants are carefully screened, and full consideration is given to their training, education, skills, aptitudes, experience and previous work record. In addition, DSA does not discriminate on the basis of genetic information in its employment related policies and practices, including coverage under its health benefits program.