Administrative Assistant

As an Administrative Assistant, you will perform moderately difficult to complex administrative support functions.

• You will provide administrative support functions requiring intermediate level use of Port software solutions, Microsoft Office Suite Product (such as SharePoint, Outlook, etc.) interpretation of established policies and procedures, and management of both internal and external resources.

• You will provide general calendar management by scheduling meetings on behalf of the department and external stakeholders as needed.

• You will support logistics for department-wide events including arranging catering services, tracking and coordinating staff travel, and assist with bi-weekly staff meetings.

• You will provide recommendations for department administrative processes and systems improvements.

• You will serve as the primary Corporate urchase Card (P-Card) user to purchase for both routine and non-routine items (e.g., training, conferences), ensure goods and services are received, coordinate returns, when necessary, reconcile receipts and invoices in a timely manner, and interact with vendors to resolve discrepancies.

• You will serve as department’s time administrator for non-represented employees ensuring accurate and timely processing per Port guidelines, resolving timecard discrepancies, and verifying time entry with employees or supervisors as required.

• You will support/oversee the onboarding and offboarding of personnel per Port policies.

• Experienced – You have 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.

• Desired – We hope you have experience providing administrative support for a public agency.

• 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 have advanced knowledge of general office practices and procedures, along with intermediate knowledge of accounting principles and procedures. You are also familiar with conflict resolution and have a basic understanding of project management techniques.

• 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. You also have customer service skills, exercising discretion, patience, and professionalism.

• Time-Management – You have strong time management and organizational skills including the ability to prioritize work and consistently meet deadlines.

• Critical-Thinker & Problem-Solver - You can analyze information, evaluate options, and develop solutions that support effective decision making and will solve problems of varying complexity.

• Technically Skilled – You possess intermediate knowledge of Microsoft Office Suite applications including the ability to create complex presentations, documents, and correspondence.

• Work Schedule – Your normal work schedule will be Monday – Friday, 8:00 a.m. to 5:00 p.m. (40 hours per week).

• Work Environment - This work will take place in a hybrid/in-office setting at Management’s discretion, with the expectation of at least three (3) days in the office per week.

• 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…