Administrative Assistant – Aviation Maintenance

Port of Seattle•SeaTac, WA

About The Position

As an Administrative Assistant in the Aviation Maintenance (AVM) department, you will support the Director, Assistant Directors, Managers, as well as over 430 employees of the Aviation Maintenance group. You will support/oversee the onboarding and offboarding of personnel per Port policies and serve as the authorized signer for badging for the department. You will coordinate badge appointments and submit U.S Customs Seal applications for the department. You will serve as the liaison with Information Communication Technologies (ICT) to coordinate technical assistance, ordering of devices, and service requests. You will be a Corporate Purchase Card (P-Card) user for purchases that routinely include office supplies, uniforms, conference or training registrations, domestic and international travel; work with approved vendors to resolve discrepancies, ensures goods and services are received as purchased and reconciles receipts and invoices. You will manage motor pool checkout process, vehicle keys, and the motor pool reservation calendar. 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 provide calendar management, schedule meetings, support logistics for events, and expense claims. You will be arranging annual travel and training to include planning routes and itineraries, travel authorization forms, lodging and registration. You will be preparing and processing reimbursements (tuition, License renewal, travel etc.). 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.

Requirements

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
Apply equity and exemplify shared values, behaviors, and practices in all aspects of the work
Advanced technical skills in utilizing Microsoft Office and SharePoint technologies
Well organized with great time management skills
Prioritize and balance various assignments and responsibilities as needed through planning, teamwork, and collaborating with stakeholders
Excellent written, verbal, and active listening skills
Ability to work with diverse internal and external stakeholders at various levels of the organization to build relationships while providing excellent guidance and customer service
Strong attention to detail
Demonstrated ability to work independently and take initiative while contributing to a team environment

Responsibilities

Support/oversee the onboarding and offboarding of personnel per Port policies
Serve as the authorized signer for badging for the department
Coordinate badge appointments and submit U.S Customs Seal applications for the department
Serve as the liaison with Information Communication Technologies (ICT) to coordinate technical assistance, ordering of devices, and service requests
Act as a Corporate Purchase Card (P-Card) user for purchases including office supplies, uniforms, conference or training registrations, domestic and international travel
Work with approved vendors to resolve discrepancies, ensure goods and services are received as purchased, and reconcile receipts and invoices
Manage motor pool checkout process, vehicle keys, and the motor pool reservation calendar
Provide administrative support functions requiring use of software solutions, interpretation of established policies and procedures, and management of both internal and external resources
Provide recommendations for department administrative processes and systems improvements
Provide calendar management, schedule meetings, support logistics for events, and expense claims
Arrange annual travel and training, including planning routes and itineraries, travel authorization forms, lodging and registration
Prepare and process reimbursements (tuition, License renewal, travel etc.)
Provide complex contracting support by proofreading documents, ensuring compliance with policies, submitting purchase requisitions, and preparing invoices for payment
Perform budget responsibilities including inputting, monitoring, reporting, preparing and making recommendations for a department