Administrative Assistant - Human Resources

Port of Seattle•Seattle, WA

About The Position

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 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 one of the leads for Department-wide responsibilities (e.g., pcards, invoicing, budget, technology). You will provide support for our HR teams, projects, programs and events including scheduling meetings, calendar management, coordinating venues, logistics, catering and ensuring event/meeting materials are prepared. You will provide records management support by creating and maintaining employee personnel files through the life-cycle. You will serve as Corporate/Purchase 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 requests. 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 the annual department budget. You will serve as back-up for the department time administrator, ensuring accurate and timely processing per guidelines. You will serve as one of the department’s SharePoint administrators, which includes 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.

Requirements

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.

Responsibilities

Provide general administrative staff support and assist with HR program and events.
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.
Serve as one of the leads for Department-wide responsibilities (e.g., pcards, invoicing, budget, technology).
Provide support for our HR teams, projects, programs and events including scheduling meetings, calendar management, coordinating venues, logistics, catering and ensuring event/meeting materials are prepared.
Provide records management support by creating and maintaining employee personnel files through the life-cycle.
Serve as Corporate/Purchase 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.
Assist with Public Disclosure Requests (PDR) and personnel file requests.
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 the annual department budget.
Serve as back-up for the department time administrator, ensuring accurate and timely processing per guidelines.
Serve as one of the department’s SharePoint administrators, which includes creating sites, editing pages and permissions, and creating lists and workflows in Power App.
Support/oversee the onboarding and offboarding of personnel per Port policies.