• Job Description

  Req#: 003202

  As an Administrative Assistant for the Risk Management department, you will perform administrative support functions. You will also handle work priorities with limited supervisor oversight.

  • You will provide administrative support functions for a medium workgroup, requiring intermediate level use of software solutions, interpretation of established policies and procedures, and management of internal and external resources.
  • You will provide recommendations for department administrative processes and systems improvements and serve as lead for department-wide responsibilities.
  • You will provide general calendar management by scheduling meetings and support logistics for department-wide events. You will also coordinate travel arrangements and process related expense claims/reports.
  • You will serve as Purchase Card (P-Card) holder to purchase routine and non-routine items, ensure goods and services are received, coordinate returns, when necessary, review and reconcile receipts and invoices for the Port’s insurance program twice a year and interact with vendors to resolve discrepancies. You will also manage and process payment for various bonds such as notary, permit, and pension bonds including purchasing, maintenance, and renewals.
  • You will provide complex contracting support by proofreading documents, ensuring conformance with current Central Procurement Office (CPO) policies, submitting purchase requisitions, and preparing invoices for payment.
  • You will perform moderately complex budget responsibilities including inputting, monitoring, reporting, preparing and making recommendations for a department.
  • You will serve as department time administrator for employees ensuring accurate and timely processing, resolving timecard discrepancies, and verifying time entry with employees or supervisors as required.
  • You will support/oversee the onboarding and offboarding of personnel and serve as the authorized signer for badging for the Risk department.
  • You will support the Driver Safety Program Manager with duties including but not limited to managing enrollment, overseeing driver eligibility and annual take-home vehicle processes, overnight vehicle requests, and managing quarterly random drug and alcohol screening in compliance with the Federal Motor Carrier Safety Act for Port drivers who hold a Commercial Driver’s License.

  • Experienced – You have two (2) years of experience providing administrative support to department leader(s) or team(s), including calendaring, travel arrangements, purchasing, budget management, and/or onboarding of new employees.
  • Desired – We hope you have experience with compliance oversight for drivers holding a Commercial Driver’s License to include reviewing pre-employment applications and pre-employment drug & alcohol testing. We hope you have knowledge of SharePoint to include building and maintaining SharePoint libraries which the department uses for internal and external business needs.
  • Committed to Equity – You will apply equity and exemplify shared values, behaviors, and practices in all aspects of the work. At the Port of Seattle, equity is a daily responsibility and a foundational expectation for all Port employees.
  • Proficient – You have advanced knowledge of general office practices and procedures. You have intermediate knowledge of basic accounting principles and procedures and basic knowledge of project management techniques.
  • Effective Communicator – You have effective verbal, written, and active listening communication skills including conflict resolution. You can write concise, organized, and clear communications to internal and external customers. You have strong customer service skills exercising discretion, patience, and professionalism.
  • Independent & Highly Organized – You have time management and organizational skills including prioritizing work and meeting deadlines. You can manage multiple tasks, maintain schedules, and keep the office organized. You are a self-starter with the ability to work independently with minimal supervision, and strong attention to detail.
  • Technically Skilled – You have advanced knowledge of Power Automate and Microsoft Office Suite applications like Word, PowerPoint and Excel, and SharePoint, including the ability to create relatively complex presentations, documents, and correspondences.
  • Problem-Solver- You possess critical thinking, problem solving and decision-making and strong research and reporting skills.

• About the company

  The Port of Seattle is a government agency overseeing the seaport and airport of Seattle, Washington, United States.

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