Administrative Manager

Administrative Manager

About the Northeast Public Development Authority

The Northeast Public Development Authority (NEPDA or Northeast PDA) is a municipal corporation created through a partnership between the City of Spokane and Spokane County. The Northeast PDA exists to revitalize historic Hillyard and its surrounding industrial areas in anticipation of the completion of the North Spokane Corridor later this decade. The organization advances this mission through long-range planning, strategic real estate and infrastructure investment, regulatory coordination, and the alignment of public and private resources to support equitable, community-centered revitalization.

Position Summary

The Administrative Manager plays a central role in ensuring the smooth, compliant, and professional day-to-day operations of the Northeast PDA. This position is responsible for office administration, board and meeting coordination, records management, invoicing support, organizational logistics, and direct supervision of administrative and office-support functions. The role works closely with the Executive Director (ED) and the Director of Public Finance (DPF), serving as the primary operational backbone of the organization while clearly delineating responsibilities from higher-level financial strategy, grant management, and public finance functions led by the DPF.

This is a hands-on, supervisory role suited to a highly organized, detail-oriented professional who values operational excellence, stability, and long-term ownership of core administrative functions within a small, mission-driven organization.

The Administrative Manager reports directly to the Executive Director and provides day-to-day supervision of administrative processes and office operations.

Key Responsibilities

1. Office Operations & Organizational Administration

• Organize, oversee, and continuously improve office systems, procedures, and administrative workflows.
• Maintain a clean, orderly, and professional office environment, including:
• Greeting guests and managing office visits
• Preparing meeting spaces (water, coffee, materials, seating)
• Monitoring office supplies and coordinating restocking
• Periodic cleaning, tidying, and post-meeting reset
• Serve as the primary point of contact for general office inquiries and day-to-day operational needs.
• Receive, track, and manage public information and public records requests in coordination with the ED and DPF.

2. Meeting, Board & Governance Support

• Schedule and coordinate all organizational meetings, including staff, partner, and board meetings.
• Ensure meeting logistics are handled end-to-end, including:
• Calendar coordination and meeting invitations
• Distribution of agendas and supporting materials
• Management of virtual meeting platforms and links
• Confirmation of attendance and follow-up with participants
• Lead preparation for monthly Northeast PDA Board meetings, including:
• Coordinating with the Executive Director and Director of Public Finance to populate board agendas
• Preparing and assembling board packets
• Distributing materials to board members, guests, and City/County staff in a timely manner
• Taking notes and preparing accurate meeting minutes
• Publish required public notices for board meetings, solicitations, and other official actions.
• Track follow-up items and action items resulting from meetings.

3. Executive & Leadership Support

• Track and manage calendars and availability for the Executive Director and Director of Public Finance.
• Coordinate internal and external meeting requests on behalf of leadership.
• Provide general administrative support to leadership to ensure efficient use of time and resources.

4. Invoicing, Payments & Financial Administration Support

• Coordinate with the Director of Public Finance to develop invoice content for Northeast PDA revenue streams.
• Prepare, distribute, and track invoices to appropriate entities in coordination with DPF.
• Monitor accounts receivable status and confirm payments received.
• Collect and organize required supporting documentation for invoicing and payment records.
• Assist the Director of Public Finance with audit preparation by organizing, validating, and compiling requested documentation.
• Maintain organized records related to vendor contracts, invoices, and payment tracking (note: financial strategy, approvals, and compliance oversight remain with the DPF).

5. Records Management, Compliance & Documentation

• Design, maintain, and implement filing and records retention systems (digital and physical).
• Import and organize legacy files into established systems.
• Ensure records are retained and categorized in accordance with state-mandated audit requirements, public records laws, and organizational policies.
• Support compliance-related documentation needs across the organization, coordinating closely with the ED and DPF as appropriate.

6. Communications, Materials & Design Support

• Prepare and format agendas, minutes, reports, and supporting materials for internal and external audiences.
• Update and maintain organizational documents and templates as needed.
• Support updates to the organization’s website and public-facing materials with relevant information.

7. Additional Operational & Administrative Duties

• Support coordination of special events, community meetings, and stakeholder engagements.
• Assist with onboarding logistics for new staff, contractors, or consultants.
• Identify opportunities to improve administrative efficiency and recommend process improvements.
• Perform other administrative and operational duties as assigned in support of the Northeast PDA’s mission.

Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Management, or a related field preferred.
• Demonstrated experience in office management, administrative coordination, or operations roles.
• Strong organizational, time management, and problem-solving skills.
• Experience supporting boards, preparing agendas and minutes, and coordinating public meetings.
• Familiarity with public-sector or quasi-governmental environments is highly desirable.
• Proficiency with standard office software and collaboration tools; InDesign proficiency strongly preferred.
• Ability to manage multiple priorities with a high degree of accuracy and professionalism.
• Excellent written and verbal communication skills.

Work Environment

• This role primarily operates in an office environment with periodic local travel for meetings and events.
• Occasional evening or weekend commitments may be required to support board meetings or community events.
• A hybrid work arrangement may be negotiable following a defined initial onboarding period.
• The Northeast PDA is a small, nimble organization that values adaptability, initiative, and attention to detail.

Compensation & Benefits

• Salary Range: $50,000 – $60,000 annually, depending on qualifications and experience.
• Comprehensive benefits package including medical, dental, vision, and life insurance.
• PTO and sick leave accrue in accordance with organizational policy.

Equal Opportunity Employer

The Northeast PDA is an Equal Opportunity Employer and is committed to fostering a diverse and inclusive workplace. All qualified and interested persons are encouraged to apply.

Security Requirement

Candidates must successfully pass a criminal history background check.

This job description is intended to convey information essential to understanding the scope of the role and the general nature of work performed. It is not exhaustive and may be revised as organizational needs evolve.