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Job Evaluation Document
Tab to the shaded text boxes to complete each section.
Please send completed job evaluation documentation as an e-mail attachment to Ann McClellan
(mcclellan.a@portseattle.org) in Human Resources & Development.
Date documentation completed:
Current title:
Commission Specialist
Employee’s name:
Proposed new title (if applicable):
Department and work group where the job will reside:
Commission Office
Supervisor’s title:
Issue and Policy Manager
Supervisor’s name:
Aaron Pritchard
Note: Any changes to titles, grades or employee pay resulting from the evaluation of this job will be effective on the
date the document is electronically received by compensation staff.
Information contained in this document may be shared with others both inside and outside of the Port of Seattle.
Purpose:
A brief statement that will answer the question, “why does this job exist at the Port?” No more than two or three
sentences that address the essence of the job at a high level.
The Commission Specialist's primary function is to provide staff capacity for Commissioners and to serve the
entire Commission. The Specialists serve assigned Commissioners at events as a liaison and assist in
preperation for events. Each Specialist will also support policy research and analysis on Commission-wide
issues under the Supervision of the Issues and Policy Manager.
Essential Functions:
The primary functions or responsibilities of the job and the approximate amount of time devoted to each. The time
percentages must add up to 100%. They relate to the purpose of the job as well as its accountabilities – those
outcomes or results that will indicate the success of the individual in the job. If this job manages or supervises staff,
this must be an essential function. If the position has responsibility (decision making authority) for a budget, that
must also be an essential function.
Essential Functions:
Time Devoted to each
1. Provide professional, service-oriented connections for appointed Commissioner,
with members of the public, other Port Commissioners, and staff.
1. 40 %
2. Assist with Commission meeting agenda development and Commission
meeting coordination. Coordinate with scheduler and Port staff for events,
and with the Northwest Seaport Alliance.
2. 20%
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3. Community outeach, engagment and external communications: assist and
coordinate with public affairs on media, preparing for event, outreach, and
speaking engagements, assist with external relations and community outreach
efforts, provide direct outreach and community engagement. Review and
coordinate talking points and assist with Commission-wide special projects and
events.
3. 20%
4. Policy Research and Analysis: Identify and track Commissioner priorities, assist
on annual work program and individual initiatives. Assist with Committees and
to advance the goals and policies of the Commission as a whole. Draft papers
and presentations where appropriate and assist with Port budget review.
Monitor Commissioners phones and review Commissioner emails on a daily
basis and answer constituent correspondence. Work with Commissioners, Port
executives, and internal and external stakeholders to research, draft, synthesize
and/or edit briefing papers, memos, reports, and PowerPoint presentations, as
guided by Issue ande Policy Manager and Commission Work Plan
4. 20 %
5.
5. %
6.
6. %
7.
7. %
To add rows for additional essential functions, click on the Restrict Editing in the Review tab. Choose Stop Protection
to unlock form. Go to the last row and column in the Essential Functions table and press the tab button to add as
many rows as you will need. When you are finished adding rows, click on Yes, Start Enforcing Protection to relock
the form.
Knowledge, Skills, Abilities, Other Work Characteristics (KSAs):
KSAs are what a person must know to perform this job, and include the skills they need, or what they must be able
to do in order to successfully perform the Essential Functions of the position. The KSAs relate to the job and the
work being performed, not to the individual who may be performing the job, and they must relate to an essential
function. Ask yourself which functions each KSA relates to. If you cannot relate the KSA to an Essential Functions you
may find that you need to add an Essential Function, or that the KSA is not necessary for the work. KSAs can be
written in various ways so you may not need to include items in each of the three sections below.
Knowledge – What must one know to successfully perform the Essential Functions listed above?
Familarity with Port operations and ability to engage with elected officials, policy and issues development
processes and prioritization, understanding of public outreach processes, community relations and public
involvement; and state, regional and local political climate.
Skills – What skills must one possess to successfully perform the Essential Functions listed above?
Must know how to write a clear, concise memo's, letters, and talking points communicate mulitple issues on
complex information under tight deadlines; familiarity with event management and comfort interacting with
public offiicals, and general public. Ability to track and share complex information with elected officials and
staff; work under tight deadlines to achieve Commission priorities and evolving needs. Ability to work well
with a small team to accomplish goals while at the same time assisting multiple peers in larger organization
to communicate Port-wide developments.
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Abilities – What abilities or other characteristics are necessary to be successful in performing the Essential
Functions listed above?
Demonstrated ability to work effectively with elected officials and C-suite executives; problem solve and
negotiate resolutions while maintaining positive relationships
Minimum Requirements and Preferred Qualifications:
The minimum educational and experience requirements that would typically be required for someone to perform
the Essential Functions of the job. This area is related to the Essential Functions and KSAs of the job, rather than the
person who may be currently performing the work.
The preferred experience and education are the additional amount or type that would make someone more likely to
succeed in the job. They may include experience, education, certification, etc. that could assist a hiring manager in
making a decision between two otherwise equal candidates.
Experience:
Experience in
Years
Type of Experience
Why is this Experience Needed?
Minimum
2
Providing support for elected
officials or leaders of large
organizations in these areas:
Analysing, synthesizing, and
monitoring legislative, regulatory,
or community issues.
Demonstrated proficiency in
writing concise, plain language
materials.
In order to provide consistency and
coverage for commissioners at events
and in policy pursuits, to assist the
Commissioners, Chief of Staff, and
Issue and Policy Manager in pursuing
Work Plan priorities as outlined by
Commissioners.
Preferred
4
Providing support for high-ranking
officials, delivering on priorities in
a large organization, comfortable
interacting with the public.
In order to balance the input from
elected officials and other high ranking
officials in a high pressure
environment, while balancing the
needs of a large organization and the
public.
Education:
Degree
Certification
Why is this Degree or Certification Needed?
Minimum
Professional
Certification or
Associate's degree
Academic grounding in aspects of public
policy and events management.
Preferred
Bachelor's Degree in
public administration,
public policy, poltical
science,
communications or
related field
Academic grounding in aspects of public
policy and events management.
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Nature and Scope of Working Relationships:
Who, both inside and outside the Port (preferably job titles, but names of Port employee are acceptable if titles are
not known), will the individual in the job interact with on a routine basis (at least quarterly)? What is the nature of
the interaction with this person or group? Is information obtained or provided, is advice given, etc.? What does the
individual do as a result of this interaction? Be sure to include your own manager and any direct reports you many
have.
Who
Why
Commissioners
Daily interaction and member management
Commission Chief of Staff
Daily interaction to ensure timely flow of information,
report to Chief of Staff through Issue and Policy
Manager.
Issue and Policy Manager
Reports directly to the Issues and Policy Manager. Daily
interaction to ensure timely flow of information,
coordination, organizational alignment, issue updates,
weekly staff meetings.
Public Affairs Staff
Regular interation to ensure flow of information to
Commission staff and Commissioners. Work closely to
draft talking points, draft constituent responses, letters
to officials etc.
All Port Executives and Managers
Follow up on Commmissioner priorities, deliver
messages to Commissioners on priorities from staff,
track events, meetings and other items as identified by
Commissioner work plan.
External Maritime and Aviation Managers
Follow up on Commmissioner priorities, deliver
messages to Commissioners on priorities from staff,
track events, meetings and other items as identified by
Commissioner work plan.
Decision Making & Problem Solving:
Provide one or two actual examples of decisions you’ve made and problems you’ve solved. An example of a typical
decision, an unusual decision, a typical problem and an unusual problem are ideal. Please state the decision you
needed to make (for example: whether or not to authorize an expense that had not been budgeted), briefly
describe the process used to arrive at the decision, and finally, state the ultimate decision. For the Problem Solving
follow the same approach with the problem that you needed to find a solution for.
Decision to be Made or Problem
to be Solved
Processed Used and Final Outcome
Decision Making - simple
Complicated constituent letter is
received by Commissioners
Reach out to appropriate staff, draft letter
and review with supervisors.
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Decision Making - complex
Important constituent presses for
answers, you want to develop a
relationship
Get as much information as you can
without revealing important Commissioner
priorities and make sure constituent feels
heard. Get guidance on a response.
Problem Solving - simple
Several important dignitaries and
elected officials at an event
Reach out to engage with correct staff in
advance, draft proper talking points,
verbally brief Commissioner, and introduce
Commissioners to important contacts
Problem Solving - complex
Port staff are struggling to
understand Commission
direction.
Develop an appropriate feedback loop that
incorporates supervisor and team.
Impact:
How do you feel your work impacts the Port overall? Put another way, what would the impact to the Port be if no
one performed the Essential Functions of your work?
The critical impact of this position will be to ensure Commissioners are prepared for events and meetings - to
improve communication around scheduling and event management including talking points, memos, and
staffing at events.
Supervision of Others:
Complete the following table by telling us who you supervise. For this purpose supervision includes: making
independent decisions about hiring, setting pay, evaluating performance, and handling any necessary disciplinary
actions. This does not preclude you from consulting with your manager before making decisions, though the
decision is ultimately yours. Lead direction is providing input on a daily basis regarding the work that needs to be
done, the priority of the work and methods for completing it. In the case of Port employees, please include both the
job title and the employee’s name.
Which Port employees do you directly supervise?
none
How many employees do you supervise through supervisors who are your direct reports?
Which Port employees do you provide lead direction to?
List the consultants or contractors whose work you oversee.
Budget:
State how you are involved with the budget. Accountability, for job evaluation purposes, includes deciding how
much goes into the budget, how much to spend on what and when to spend it. Providing input includes gathering
information and recommending amounts to be included in the budget. Please estimate if necessary.
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What is your annual budget accountability? The amount of operating and/or capital budget that you have
responsibility for developing and managing?
none
What is the approximate annual budget amount that you provide input for, and what items are represented
by this amount?
What portions of the budget do you monitor and provide reports on?
Physical Effort and Work Environment:
Complete the following table indicating the amount of time that is spent both inside and outside a building.
Time spent inside of a building where you
are not exposed to the elements?
Time spent outside of a building where you
are exposed to the elements?
Percentage (%)
90
10
What activities do you participate in when you are outside of a building?
events
Other pertinent environmental factors related to your job. (For example: Is there any PPE equipment required
for your work? Do you encounter adverse weather conditions in the course of your work?)
none
Comments:
Both employees and managers may use this section to provide any additional information on the work that may be
important and not captured elsewhere in the document.
The Commission Specialists are new positions for the Commission. These positions were created to help
address the ever increasing scheduling and policy complexity of the Port of Seattle Commissioner portfolio.
The Commissioner Specialists will report directly to the Issues and Policy Manager, with the goal of creating a
seamless, team-oriented atmosphere that anticipates Commissioners needs and fulfills policy related requests.
The Commission Work Plan is intended to guide the team and create a division of labor among the Specialists
depending on which Commissioner the Specialist has been assigned to cover. Three Specialists will be hired,
two of the specialists will cover two Commissioners each. One Specialists will be assigned to cover the
President of the Commission. Specialists are not staff for individual Commissioners, but serve a one-year
rotation, including the Specialists assigned to the President. Decisions on how Specialists are assigned will be
determined by the Chief of Staff and Issue and Policy Manager in consultation with Commissioners and staff.
To be completed by Human Resources and Development staff:
Evaluated by:
Date:
File notes are:
Extensive
Moderate
Minimal
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FLSA Status: Choose FLSA Status Notes:
Current job code:
New job
code/job title:
Evaluation results:
Notes:
