Senior Administrative Assistant

Description

• 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 oversee the onboarding and offboarding of personnel per Port policies for the department.
• You will oversee time administration ensuring time entries are accurate and comply with Port guidelines and Collective Bargaining Agreement provisions.
• 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 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 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).

Requirements

• Desired – We hope you have an AA degree in business administration or accounting.
• 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.
• Work Environment – You will primarily work in an office environment.
• 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.
• 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.
• 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.
• 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.

Benefits

• Development – From tuition reimbursement, training, stretch assignments and internal internships, we support a learning culture.
• Healthcare – Medical, Dental, and Vision Care with options that work for you and your family.
• Paid Sick Leave – At least one hour of sick leave for every 40 hours worked.
• Overtime Eligible – You are eligible for overtime pay in this role.
• Holidays – More than ten days per year to celebrate with family and friends away from work.
• Work Schedule– Your normal work schedule will be Monday through Friday, 8:00 a.m. to 4:30 p.m. (40 hours per week). You may be required to work evenings, weekends, and holidays as needed to support events, including occasional overtime based on business needs.
• Paid Vacation – Just about four weeks per year that increases with tenure to rest and rejuvenate.
• Getting to Work – From subsidized parking and a low-cost public transit card to alternative work arrangements giving you an opportunity to work hybrid.
• Pension/Retirement Plans – A pension and additional savings plans to prepare for your future after the Port.
• Work-Life Balance – We provide the resources to help you create habits to be healthy and balanced.
• Parental Leave – Six weeks of paid leave to spend with new additions to your immediate family.

Training + Development

Interview process

Visa Sponsorship

Security clearance