Full Job Description
As an Administrative Assistant, you will provide administrative support to the Senior Manager of Recreational Boating for Shilshole Bay Marina, Harbor Island Marina, and Bell Harbor Marina.
- You will directly support the Senior Manager of Recreational Boating with tasks that include calendar management, coordinating travel, and staying abreast of all information and projects for the department.
- You will provide specialized administrative support such as researching, compiling, updating, and maintaining information related to the department.
- You will create customer letters which often require knowledge of laws surrounding impoundment of recreational vessels at a public marina.
- You will use a Corporate Purchase Card (P-Card) to purchase office materials, maritime, and marina specific items, construction materials, tools, spill response equipment, and supplies for events.
- You will interact and work with vendors to resolve discrepancies and ensure all purchases are in good condition.
- You will audit and pay invoices in a timely manner, monitor and track budget and department expenses, and oversee the processing of payroll for the department.
- You will coordinate large scale public events and meetings, manage the SharePoint site, as well as create and lead projects for the department to improve the site experience for staff and customers.
- You will oversee the management and updates of Tariff No. 6 which covers Recreational Boating for Shilshole Bay Marina, Harbor Island Marina, and Bell Harbor Marina. Additionally, you will work with departments to update their tariff rules and rates on an annual and as needed basis.
- You will assist in the onboarding process for new employees and interns for the department.
Two years of experience may be substituted for one year of education:
- Experienced – You have four (4) years of progressively responsible administrative experience.
- Educated – You have completed at least one (1) year of college.
- 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.
- Knowledgeable/Highly Organized – You have advanced knowledge of general office practices and procedures, as well as strong organizational and time management skills to meet deadlines.
- Technologically Savvy – You are proficient with software applications such as Word, Excel, PowerPoint, and SharePoint; including the ability to create relatively complex presentations, documents, and/or correspondence.
- Effective Communicator – You have the ability to clearly articulate your thoughts both verbally and in writing. Additionally, you have the ability to provide direction and training in administrative processes and procedures.
- Collaborator – You are someone who can work with diverse internal and external stakeholders at various levels of the organization to build relationships while providing excellent guidance and customer service.
- Work Schedule – Your normal work schedule will be Monday – Friday, 8:00 a.m. to 5:00 p.m. (40 hours per week). Slightly more flexible start and end times are available in this role. You may be required to work any and all assigned shifts, including weekends and holidays. You may be required to work during emergencies.
- Work Environment – You may work a hybrid telework/on-site schedule.
- 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.
- COVID-19 Vaccination Requirement – Effective, November 15, 2021, the Port of Seattle will require that at the time of hire, and as a condition of employment, the successful candidate will be able to provide proof of their full COVID-19 vaccination status, as part of the hiring process. This is a condition of employment for all positions at the Port of Seattle. People are considered fully vaccinated two weeks after their second dose in a two-dose series or two weeks after a single-dose vaccine. Prior to employment, candidates may make requests for a reasonable accommodation based on a medical disability or for sincerely held religious beliefs. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.
- Overtime Eligible – You are eligible for overtime pay in this role.
- Healthcare – Medical, Dental and Vision Care with options that work for you and your family.
- Paid Vacation – Just about four weeks per year that increases with tenure to rest and rejuvenate.
- Holidays – More than ten days per year to celebrate with family and friends away from work.
- Pension/Retirement Plans – A pension and additional savings plans to prepare for your future after the Port.
- Getting to Work – From subsidized parking and a low-cost public transit card to alternative work arrangements giving you an opportunity to work from home.
- Parental Leave – Six weeks of paid leave to spend with new additions to your immediate family.
- Development – From tuition reimbursement, training, stretch assignments and internal internships, we support a learning culture.
- Diversity – We foster opportunities for employees to contribute to our communities and business success in a way that celebrates a fully inclusive and engaged work environment.
- Work-Life Balance – We provide the resources to help you create habits to be healthy and balanced.
- Mission Driven – We are focused together in promoting economic opportunities and quality of life in the region by advancing trade, travel, commerce and job creation in an equitable, accountable and environmentally responsible manner.