Administrative Assistant – Shilshole Bay Marina

Port of Seattle • Seattle, WA

5h

About The Position

As an Administrative Assistant, you will perform moderately difficult to complex administrative support functions. You will provide administrative support functions requiring intermediate level use of Port software solutions, interpretation of established policies and procedures, and management of both internal and external resources. You will manage calendars by scheduling meetings for departments, programs, or staff, including coordination with external stakeholders, and support logistics for department-wide events. You will coordinate travel arrangements and process related expense claims/reports. You will also 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 provide complex contracting support by proofreading documents, ensuring compliance with current Central Procurement Office (CPO) policies, submitting purchase requisitions, and preparing invoices for payment. You will perform moderately complex budget responsibilities including inputting, monitoring, reporting, preparing and making recommendations for a department. You will serve as department time administrator for both non-represented and represented employees ensuring accurate and timely processing per Port guidelines and Collective Bargaining Agreement provisions, resolving timecard discrepancies, and verifying time entry with employees or supervisors as required. You will support and oversee onboarding and offboarding in accordance with Port policies and serve as the department’s authorized signatory for badging.

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.
• Proficient – You bring advanced knowledge of general office practices and procedures, along with intermediate understanding of basic accounting principles and procedures. You also have a strong grasp of conflict resolution techniques and foundational knowledge of project management methodologies.
• Efficient Communicator – You have strong verbal, written, and active listening skills, and can produce concise, well-organized, and clear communications for both internal and external customers. You also demonstrate customer service skills marked by discretion, patience, and professionalism.
• Problem-Solver – You demonstrate strong critical thinking, problem-solving, and decision-making abilities, along with solid research and reporting skills.
• Highly Organized – You demonstrate strong time management and organizational skills, including the ability to prioritize work and consistently meet deadlines.
• Technically Skilled – You possess advanced knowledge of Microsoft Office Suite applications including the ability to create relatively complex presentations, documents, and correspondences.

Nice To Haves

• Desired – We hope you have experience providing administrative support in a maritime or port-related environment.

Responsibilities

• Perform moderately difficult to complex administrative support functions.
• Provide administrative support functions requiring intermediate level use of Port software solutions, interpretation of established policies and procedures, and management of both internal and external resources.
• Manage calendars by scheduling meetings for departments, programs, or staff, including coordination with external stakeholders, and support logistics for department-wide events.
• Coordinate travel arrangements and process related expense claims/reports.
• 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.
• Provide complex contracting support by proofreading documents, ensuring compliance with current Central Procurement Office (CPO) policies, submitting purchase requisitions, and preparing invoices for payment.
• Perform moderately complex budget responsibilities including inputting, monitoring, reporting, preparing and making recommendations for a department.
• Serve as department time administrator for both non-represented and represented employees ensuring accurate and timely processing per Port guidelines and Collective Bargaining Agreement provisions, resolving timecard discrepancies, and verifying time entry with employees or supervisors as required.
• Support and oversee onboarding and offboarding in accordance with Port policies and serve as the department’s authorized signatory for badging.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed