Administrative Assistant II

Port Houston•Houston, TX

3d•Onsite

About The Position

Provides administrative support to an individual, team, department, or other organizational group, using independent judgment and knowledge of policies and procedures. Acts as a liaison with internal and external customers and stakeholders. The role may support more than one department and includes administrative, operational, financial, records, meeting, and customer-service duties. The position is based at the Port Coordination Center. The work environment is generally moderately noisy, with occasional higher noise levels due to an open office layout. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Associate’s degree in Business Administration, Communications, or a related major from a public or accredited private academic institution is preferred.
At least 3 years of related administrative-support experience is required.
Intermediate-to-advanced knowledge of Microsoft Office.
Proficiency in SharePoint, Kronos, JD Edwards, Cognos, Boarddocs, and BuySpeed software systems.
Knowledge of database management.
Advanced knowledge of fiscal management and reconciliation.
Budget preparation skills.
Event planning or coordination skills.
Strong decision-making skills and attention to detail.
Prioritization and organization skills; problem-solution-oriented approach.
Expert written and verbal communication skills and interpersonal skills.
Strong customer-service focus for internal and external clients.
Ability to work regularly under pressure, work autonomously, and collaborate in a team environment.
Limited degree of independent judgment, professionalism, and a general degree of confidentiality.
Desire to learn the department’s area of focus.
Key competencies: building trust, change management (micro/departmental), communications, flexibility, initiative, interpersonal skills, managing priorities and meeting deadlines, planning and organizing, resilience, and teamwork.

Nice To Haves

Associate’s degree in Business Administration, Communications, or a related major from a public or accredited private academic institution.

Responsibilities

Plan, organize, and coordinate departmental administrative affairs, including staff issues, events, logistics, and complex administrative work.
Handle and maintain confidential and non-routine information.
Perform general administrative duties, including preparing correspondence, filing and records management, providing phone coverage, redirecting calls, taking messages, scheduling appointments, and maintaining office supplies and the work area.
Administer the direct supervisor’s and/or department employees’ calendars, scheduling meetings and appointments, occasionally without clearance.
Coordinate travel for the Director and departmental staff, including travel requests and hotel accommodations.
Schedule and plan departmental, divisional, and internal or external client-services meetings, including logistics, technology requirements, agendas, and meeting notes.
Gather, format, and possibly create content for Port Commission submission materials.
Screen telephone calls and visitors and determine whether to redirect them to subordinate managers or other offices; provide information and general knowledge of company policies, practices, and operations.
Prepare letters and staff minutes, and proofread for spelling, grammar, and layout, making appropriate changes.
Review and distribute mail and respond as appropriate to time-sensitive correspondence.
Order office supplies as needed.
Organize and maintain files in accordance with auditing standards and Port Houston’s Records Retention System, and act as a records liaison with that department.
Participate as an integral team member and provide customer service to internal and external clients.
Create or generate specialized charts and reports and distribute them regularly.
Create and administer tracking spreadsheets for items such as purchase orders, projects, expense reports, inventory, and vendors.
Collect, review, and potentially analyze data to prepare reports, charts, budgets, and presentation materials for personal or other staff presentations.
Perform general data-entry tasks.
Prepare initial and reforecast budgets for approval and administer the annual department budget.
Assist with writing and tracking department requests for proposals (RFPs), requests for Commission action (RCAs), and related items.
Initiate and monitor purchase orders, check requests, and petty cash payments; review and process invoices for payment; and prepare and maintain financial transaction records.
Design and create content for, and maintain or update, the department intranet webpage using SharePoint/Shareport.
Act in accordance with Port Houston’s core values: respect, excellence, accountability, diligence, and you.
Perform other duties as assigned.