Administrative Assistant II

Thank you for considering a career at Port Houston. We appreciate your interest in joining our team. By applying, you are taking an important step toward advancing your career with an organization committed to excellence.

Port Houston offers competitive compensation, comprehensive benefits, and a diverse, inclusive work environment. Joining our team means embarking on a fulfilling career path with opportunities for growth and impact.

Before submitting your application, please ensure your resume is ready for upload in either .doc or .pdf format. Application must be completed in full.

Position Summary:

Provides administrative support in a variety of functions to an individual, team, department(s), or another group in the organization, requiring a degree of independent judgment and a knowledge of policies and procedures. Serves as liaison with internal and external customers and stakeholders.

Key Responsibilities /Duties:

Responsible for the Department’s administrative affairs: planning, organizing, and coordinating staff issues; events; logistics; and other technical 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 work area Administer direct supervisor’s and/or department employees’ calendars, scheduling meetings and appointments without clearance on occasion. Coordinate all travel for Director and other departmental staff including travel request and hotel accommodations as necessary

Schedule and plan department, division, or other internal/external client services meetings, including logistics, technology requirements, meeting agendas, meeting notes, etc.

May support more than one department
• Gather, format, and possibly create content for submission materials/content of Port Commission items

Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or other offices. Provide information and general knowledge of company policies, practices, and operations

Prepare letter and staff minutes; proofread for spelling, grammar and layout, making appropriate changes

Review mail, ensure proper distribution, and respond accordingly to time sensitive correspondence

Order office supplies, when needed

Organize and maintain files in accordance with Auditing Standards and Port Houston’s Records Retention System and act as records liaison with that department

Participate as an integral team member of the department, and provide customer service to all internal and external clients

Create/generate specialized charts, reports, and distributing on a regular basis

Create/administer tracking spreadsheets for various items: purchase orders, projects, expense reports, inventory, vendors etc.

Collect, review, and may analyze data to prepare reports, charts, budgets, and other presentation materials to present yourself or for others

Perform general data entry tasks

Prepare initial and reforecast budgets for approval and generally administer annual department budget

Assist in writing/tracking department requests for proposals (RFP), request for Commission action (RCA), etc.

Initiate and monitor purchase orders, check requests, and petty cash payments; review and process invoices for payment; prepares and maintains records of financial transactions

Design, create content, and maintain/update department intranet webpage (SharePoint/Shareport)
Act in accordance with Port Houston core values (respect, excellence, accountability, diligence, and you)
Perform other duties as assigned

Education and Experience Associate’s degree in…