Senior Administrative Assistant

Port of Seattle•Seattle, WA

1d•Onsite

About The Position

As Senior Administrative Assistant, you will perform complex administrative support functions. You will also manage department administrative support functions. You will serve as point of contact for incoming communications and define administrative processes and systems for department. You will also provide technology coordinator duties including advanced SharePoint support and serve as lead for department on Port-wide responsibilities (e.g. communications and technology system changes). You will provide complex calendar management by scheduling meetings for division, department, program, or staff including external agencies, officials, or stakeholders. You will also manage and implement department-wide events and coordinate complex training and travel arrangements. You will serve as department corporate purchase card (P-Card) user and approver by ensuring appropriate use and documentation, reviewing and approving transactions, validating reconciliation process, and other requirements as determined by 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 oversee time administration process and approve time processed by department time administrator ensuring time entries are accurate and comply with Port guidelines. You will oversee the onboarding and offboarding of personnel per Port policies and serve as the authorized signer for badging for the department.

Requirements

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.
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.
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.
You possess effective verbal, written, and active listening communication skills and can write concise, organized, and clear communications to internal and external customers.
You have time management and organizational skills including prioritizing work and meeting deadlines.
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.
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.

Nice To Haves

We hope you have an AA degree in business administration or accounting and experience designing and implementing SharePoint sites with Power Automate forms and workflows.

Responsibilities

Perform complex administrative support functions.
Manage department administrative support functions.
Serve as point of contact for incoming communications and define administrative processes and systems for department.
Provide technology coordinator duties including advanced SharePoint support and serve as lead for department on Port-wide responsibilities (e.g. communications and technology system changes).
Provide complex calendar management by scheduling meetings for division, department, program, or staff including external agencies, officials, or stakeholders.
Manage and implement department-wide events and coordinate complex training and travel arrangements.
Serve as department corporate purchase card (P-Card) user and approver by ensuring appropriate use and documentation, reviewing and approving transactions, validating reconciliation process, and other requirements as determined by CPO.
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.
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.
Oversee time administration process and approve time processed by department time administrator ensuring time entries are accurate and comply with Port guidelines.
Oversee the onboarding and offboarding of personnel per Port policies and serve as the authorized signer for badging for the department.

Benefits

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.