Senior Administrative Assistant

Responsibilities

• You will serve as point of contact for incoming communications and define administrative processes and systems for department. You will also provide technology coordinator duties including advanced SharePoint support and serve as lead for department on Port-wide responsibilities (e.g. communications and technology system changes).

• You will provide complex calendar management by scheduling meetings for division, department, program, or staff including external agencies, officials, or stakeholders. You will also manage and implement department-wide events and coordinate complex training and travel arrangements.

• You will serve as department corporate purchase card (P-Card) user and approver by ensuring appropriate use and documentation, reviewing and approving transactions, validating reconciliation process, and other requirements as determined by CPO.

• You will 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.

• You will perform complex budget responsibilities including inputting, monitoring, reporting, preparing and making recommendations for a department with multiple chart fields, research and report on budget variances.

• You will oversee time administration process and approve time processed by department time administrator ensuring time entries are accurate and comply with Port guidelines.

• You will oversee the onboarding and offboarding of personnel per Port policies and serve as the authorized signer for badging for the department.

• Experienced – You have 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.

• Desired – We hope you have an AA degree in business administration or accounting and experience designing and implementing SharePoint sites with Power Automate forms and workflows.

• 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 possess intermediate knowledge of basic accounting principles and procedures and have strong research and analysis skills. You also have advanced knowledge of Microsoft Office Suite applications including the ability to create relatively complex presentations, documents, and correspondence.

• Efficient Communicator – You possess effective verbal, written, and active listening communication skills and can write concise, organized, and clear communications to internal and external customers.

• Highly Organized – You have time management and organizational skills including prioritizing work and meeting deadlines.

• Problem-Solver – You possess critical thinking, problem-solving, and decision-making skills and strong research, analysis, and reporting skills. You also investigate and take action to meet customers’ current and future needs by exercising discretion, patience, and professionalism.

• Work Schedule – Your normal work schedule will be Monday through Friday, 8:00 a.m. to 4:30 p.m. (40 hours per week). Slightly more flexible start and end times are available in this role.

• Work Environment – You will primarily work in an office environment at the Pier 69.

• Washington State Residency Requirement – Employees must establish a residence in Washington state within 30 days of their first day of employment and must maintain a residence in Washington State during their employment with the Port of Seattle. If a position is eligible to telework, work performed while teleworking must be performed in Washington State.

• Overtime Eligible – You are eligible for overtime pay in this role.

The Port of Seattle offers an extensive benefits package that rewards our staff for their valuable contributions towards the Port‘s mission. In addition to the summary below, benefit details for non-represented…