Administrative Assistant – Aviation Maintenance
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, able to prioritize and balance various assignments and responsibilities 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
- Must pass a Transportation Security Administration (TSA) background check
- Must pass a criminal history background check with the Federal Bureau of Investigation (FBI)
- Must obtain a Port of Seattle ID badge upon clearance
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 to include 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
Benefits
- Medical, Dental, and Vision Care
- Paid Vacation (four weeks per year, increasing with tenure)
- Paid Sick Leave (at least one hour of sick leave for every 40 hours worked)
- More than ten paid holidays per year
- Pension and additional savings plans
- Subsidized parking
- Low-cost public transit card
- Six weeks of paid parental leave
- Tuition reimbursement
- Training
- Stretch assignments
- Internal internships
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
