Administrative Assistant - Human Resources

Port of Seattle•Seattle, WA

About The Position

The Administrative Assistant in the Human Resources Department performs moderately difficult to complex administrative support functions and handles work priorities with limited supervisor oversight. The role provides comprehensive support to HR leaders and team members by managing priorities, coordinating workflow, maintaining records, interpreting and applying established policies and procedures, and serving as a resource on departmental administrative processes and systems. The position coordinates calendars, meetings, and events, including scheduling, logistical support, meeting preparation, expense reporting, and coordination with internal and external stakeholders. It supports HR operations throughout the employee lifecycle, including onboarding and offboarding, personnel documentation, badging authorization, record maintenance, and coordination with employees, managers, and business partners. The role also manages purchasing and financial administration, supports departmental budgets and workforce administration, and contributes to compliance with applicable policies, procedures, and labor agreements. The Administrative Assistant identifies opportunities to improve administrative processes, recommends and implements enhancements, provides guidance and training as appropriate, and contributes to an inclusive, customer-focused, and equitable workplace culture.

Requirements

Two years of experience providing administrative support to department leaders or teams, including calendaring, travel arrangements, purchasing, budget management, and/or onboarding new employees.
Advanced knowledge of Microsoft Office Suite applications and general office practices.
Ability to create complex documents, presentations, and reports.
Strong research and analytical skills to support informed decision-making.
Strong organizational and time-management skills, including the ability to prioritize competing priorities, meet deadlines, and adapt to changing business needs.
Ability to work independently and exercise sound judgment while consistently producing high-quality work.
Effective verbal, written, and active listening skills.
Ability to provide professional customer service with discretion and professionalism.
Critical-thinking, problem-solving, and conflict-resolution skills.
Ability to build productive working relationships.
Commitment to applying equity and exemplifying shared values, behaviors, and practices in all aspects of work.

Responsibilities

Provide comprehensive administrative support to HR leaders and team members, managing priorities and coordinating workflow.
Maintain records, interpret and apply established policies and procedures, and serve as a resource on departmental administrative processes and systems.
Coordinate calendars, meetings, and events, including scheduling, logistical support, meeting preparation, and expense reporting.
Coordinate with internal and external stakeholders.
Support onboarding and offboarding activities, personnel documentation, badging authorization, and record maintenance.
Coordinate employee lifecycle activities with employees, managers, and business partners.
Manage procurement requests, P-Card transactions, invoice processing, contract support, vendor coordination, receipt reconciliation, and purchasing-related issue resolution.
Prepare reports, monitor expenditures, and maintain financial and personnel records.
Administer timekeeping processes and support departmental budget and workforce administration.
Ensure compliance with applicable policies, procedures, and labor agreements.
Identify opportunities to improve administrative processes and recommend and implement process enhancements.
Provide guidance and training as appropriate and contribute to an inclusive, customer-focused, and equitable workplace culture.