Senior Administrative Assistant

Port of Seattle • Seattle, WA

7d

About The Position

As Senior Administrative Assistant, you will perform complex administrative support functions while coordinating and managing administrative operations for the Real Estate Asset Management Department. You will report to the Director, Real Estate Asset Management and support the Portfolio Asset Management team, providing complex administrative support functions requiring expert-level use of software solutions, regular interpretation of established policies and procedures, knowledge of department or program functions, security and confidentiality, and management of both internal and external resources. You will serve as the point of contact for incoming communications and define administrative processes and systems for the department. You will provide technology coordinator duties, including advanced SharePoint support and management of departmental SharePoint sites. You will also serve as lead for the department on Port-wide responsibilities such as record management and technology.

Requirements

• Four (4) 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.
• Intermediate knowledge of basic accounting principles and procedures.
• Strong research and analysis skills.
• Advanced knowledge of Microsoft Office Suite applications and SharePoint, including the ability to create relatively complex presentations, documents, and correspondence.
• Effective verbal, written, and active listening communication skills.
• Ability to write concise, organized, and clear communications to internal and external customers.
• Time management and organizational skills, including prioritizing work and meeting deadlines.
• Critical thinking, problem-solving, and decision-making skills.
• Strong research, analysis, and reporting skills.
• Ability to investigate and take action to meet customers’ current and future needs by exercising discretion, patience, and professionalism.
• Apply equity and exemplify shared values, behaviors, and practices in all aspects of the work.

Nice To Haves

• Associate's degree in business administration or accounting.
• Strong SharePoint experience, including site formatting, configuration, and administrative functions.

Responsibilities

• Perform complex administrative support functions.
• Coordinate and manage administrative operations for the Real Estate Asset Management Department.
• Support the Portfolio Asset Management team.
• Serve as point of contact for incoming communications.
• Define administrative processes and systems for the department.
• Provide technology coordinator duties, including advanced SharePoint support and management of departmental SharePoint sites.
• Serve as lead for the department on Port-wide responsibilities (record management, technology, etc.).
• Provide complex calendar management by scheduling meetings for division, department, program, or staff, including external agencies, officials, or stakeholders.
• Manage and implement department-wide events.
• Coordinate complex travel arrangements, including international or multi-destination travel.
• Process related expense claims/reports.
• Serve as department corporate purchase card (P-Card) user and approver, ensuring appropriate use and documentation, reviewing and approving transactions, validating reconciliation process, and other requirements as determined by Central Procurement Office (CPO).
• Provide complex contracting support by preparing draft documents, ensuring conformance with current CPO policies, submitting purchase requisitions, preparing invoices for payment, and tracking and monitoring contract status.
• Perform complex budget responsibilities, including inputting, monitoring, reporting, preparing and making recommendations for a department with multiple chart fields, and researching and reporting on budget variances.
• Oversee time administration process and approve time processed by department time administrator, ensuring time entries are accurate and comply with Port guidelines and Collective Bargaining Agreement provisions.
• Oversee the onboarding and offboarding of personnel per Port policies.
• Serve as the authorized signer for badging for the department.
• Lead other department administrative staff by providing assistance, prioritizing work assignments, and monitoring the quality of work.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree