Senior Administrative Assistant at Port of Seattle

Seattle, Washington, United States -

Full Time

Start Date

Immediate

Expiry Date

06 Feb, 26

Salary

0.0

Posted On

08 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Travel Arrangements, Budget Management, Onboarding, Contracting Support, SharePoint, Time Administration, Problem Solving, Communication, Research, Analysis, Organization, Confidentiality, Technology Coordination, Equity

Industry

Government Administration

Description

As a Senior Administrative Assistant, you will perform complex administrative support functions. You will also manage department administrative support functions. This position supports several leaders in the Maritime Managing Director’s Office and reports to the Chief of Maritime Staff. You will directly support the Managing Director’s office, including the Chief Operating Officer and their departments, providing complex administrative support requiring expert level use of Port software solutions, regular interpretation of established policies and procedures, knowledge of department or program functions, security and confidentiality, and management of both internal and external resources. and provide complex calendar management by scheduling meetings for division, department, program, or staff including external agencies, officials, or stakeholders. You will directly and indirectly manage multiple leader’s calendars. You will manage and implement department-wide events and coordinate complex travel arrangements that include international or multi-destination travel and process-related expense claims/reports. You will serve as department corporate purchase card (P-Card) user by ensuring appropriate use and documentation, reviewing and approving transactions, validating reconciliation process, and other requirements as determined by Central Procurement Office (CPO). You will provide complex contracting support by preparing draft documents, ensuring conformance with current CPO policies, submitting purchase requisitions, preparing invoices for payment, and tracking and monitoring contract status. You will perform complex budget responsibilities including inputting, monitoring, reporting, preparing and making recommendations for a department with multiple chart fields, research and report on budget variances. You will provide technology coordinator duties including advanced SharePoint support. You will also serve as lead for department on Port-wide responsibilities (e.g. record management, technology). You will oversee time administration ensuring time entries are accurate and comply with Port guidelines and Collective Bargaining Agreement provisions. You will oversee the onboarding and offboarding of personnel per Port policies for the department. Experienced – You have four (4) 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 an AA degree in business administration or accounting. 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 possess intermediate knowledge of basic accounting principles and procedures and have strong research and analysis skills. You also have advanced knowledge of Microsoft Office Suite applications including the ability to create relatively complex presentations, documents, and correspondence. Efficient Communicator – You possess effective verbal, written, and active listening communication skills. Writes concise, organized, and clear communications to internal and external customers. Highly Organized – You have time management and organizational skills including prioritizing work and meeting deadlines. Problem-Solver – You possess critical thinking, problem-solving, and decision-making skills and strong research, analysis, and reporting skills. You also investigate and take action to meet customers’ current and future needs by exercising discretion, patience, and professionalism.

Responsibilities

The Senior Administrative Assistant will perform complex administrative support functions and manage department administrative support functions. This role includes supporting leaders in the Maritime Managing Director’s Office and overseeing various administrative tasks such as calendar management, travel arrangements, and budget responsibilities.