Administrative Assistant - Port of Seattle : Job Details

**Some of what you'll be doing:**

As an Administrative Assistant in the Human Resources (HR) Department, you will provide general administrative staff support and assist with HR program and events. You will also assist with HR Department budgeting, monthly reporting and annual budget development.

+ You will provide administrative support functions requiring use of software solutions, interpretation of established policies and procedures, and management of both internal and external resources.

+ You will provide recommendations for department administrative processes and systems improvements. You will also serve as lead for Department-wide responsibilities (e.g., budget, technology).

+ You will handle calendar management, schedule meetings, support logistics for events, and coordinate travel arrangements and expense claims.

+ You will serve as CorporatePurchase Card (P-Card) user to purchase for both routine and non-routine items (e.g., training, conferences), ensure goods and services are received, coordinate returns, when necessary, reconcile receipts and invoices, and interact with vendors to resolve discrepancies.

+ You will assist with Public Disclosure Requests (PDR) and personnel file maintenance.

+ You will provide complex contracting support by proofreading documents, ensuring compliance with policies, submitting purchase requisitions, and preparing invoices for payment.

+ You will perform budget responsibilities including inputting, monitoring, reporting, preparing and making recommendations for a department.

+ You will serve as department time administrator for both non-represented employees ensuring accurate and timely processing per guidelines.

+ You will serve as one of the department's SharePoint administrators which could include creating sites, editing pages and permissions, and creating lists and workflows in Power App.

+ You will support/oversee the onboarding and offboarding of personnel per Port policies and serve as the authorized signer for badging for the Department.

**Who you are:**

+ **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.

+ **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.

+ **Technically Skilled** - You have advanced technical skills in utilizing Microsoft Office and SharePoint technologies.

+ **Organized** - You are well organized and have great time management skills. You prioritize and balance various assignments and responsibilities as needed through planning, teamwork, and collaborating with stakeholders.

+ **Effective Communicator** - You possess excellent written, verbal, and active listening skills.

+ **Collaborator** - You are someone who can work with diverse internal and external stakeholders at various levels of the organization to build relationships while providing excellent guidance and customer service.

+ **Detail Oriented** - You have a strong attention to detail together with the demonstrated ability to work independently and take initiative while contributing to a team environment.

**What else you need to know:**

+ **Work Schedule** - Your normal work schedule will be Monday - Friday, 8:00 a.m. to 5:00 p.m. (40 hours per week). Slightly more flexible start and end times are available in this role.

+ **Work Environment** - This work will take place in a hybrid/in-office setting at Management's discretion.

+ **Washington State Residency Requirement** - Employees must establish a residence in Washington state within 30 days of their first day of employment and must maintain a residence in Washington State during their employment with the Port of Seattle. If a position is eligible to telework, work performed while teleworking must be performed in Washington State.

+ **Overtime Eligible** - You are eligible for overtime pay in this role.

+ **Security Requirements** - As the successful candidate, you must pass a Transportation Security Administration (TSA) background check as well as a criminal history background check with the Federal Bureau of Investigation (FBI). Your employment will be contingent upon obtaining a Port of Seattle ID badge upon clearance.

**Why you'll love it here:**

**The Port of Seattle offers an extensive benefits package that rewards our staff for their valuable contributions towards the Port's mission. In addition to the summary below, benefit details for non-represented positions can be found** **on the Port of Seattle's website.** **If the position is represented by a union, please refer to the ** **Collective Bargaining Agreement** ** or contact the appropriate Union Representative for specific information related to benefits and eligibility.**

+ **Healthcare** - Medical, Dental, and Vision Care with options that work for you and your family.

+ **Paid Vacation** - Just about four weeks per year that increases with tenure to rest and rejuvenate.

+ **Paid Sick Leave** - At least one hour of sick leave for every 40 hours worked.

+ **Holidays** - More than ten days per year to celebrate with family and friends away from work.

+ **Pension/Retirement Plans** - A pension and additional savings plans to prepare for your future after the Port.

+ **Getting to Work** - From subsidized parking and a low-cost public transit card to alternative work arrangements giving you an opportunity to work hybrid.

+ **Parental Leave** - Six weeks of paid leave to spend with new additions to your immediate family.

+ **Development** - From tuition reimbursement, training, stretch assignments and internal internships, we support a learning culture.

+ **Equity, Diversity, and Inclusion** - The Port of Seattle values diversity as a source of innovation and strength. We are actively working across the organization to create a culture where all employees - regardless of race, gender, and other identities - succeed and reach their fullest potential.

+ **Work-Life Balance** - We provide the resources to help you create habits to be healthy and balanced.

+ **Mission Driven** - We are focused together in promoting economic opportunities and quality of life in the region by advancing trade, travel, commerce, and job creation in an equitable, accountable, and environmentally responsible manner.

**Why the Port of Seattle:**

Every role at the Port of Seattle is vital to our thriving community. We are a leader in moving people and cargo across the country and around the world. With facilities and property ranging in scope from a half-acre park to one of the largest airports and container terminals on the West Coast, we maximize the public assets in our portfolio with an eye toward best uses and environmental sustainability. Find out more here .

Our vision is to create a Port that mirrors - throughout its breadth of operations and services and within its leadership - the diversity of our communities, instill principles of equity into its culture, and ensures a fair and intentional distribution of opportunities to expand economic develop and quality of life for all in our region. Find out more about how our values RAISE us up and our commitment to equity .

**Location:** Downtown Seattle

**Organization:** Human Resources

**Employee Status:** Regular

**Schedule:** Full-time

**Posting Expires:** Nov 22, 2024, 1:59:00 AM

**Minimum Salary:** 32.90

**Midpoint Salary:** 44.52

**Req ID:** 003033

The Port of Seattle is an equal opportunity employer that values diverse perspectives and life experiences. We encourage people of all backgrounds to apply, knowing decisions concerning the employment relationship will be made without regard to age, race, ethnicity, color, religion, creed, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, marital status, citizenship status, veteran status, the presence of any physical or mental disability, or any other status or characteristic protected by federal, state, or local law, regulations and ordinances. To help comply with all state and federal requirements, we appreciate you voluntarily answering the questions below. The information on this form will be kept confidential. Click for definitions and descriptions of the categories referenced below regarding Ethnicity and Race. Click for information and definitions of the categories referenced below regarding Protected Veterans status.