Port of Seattle · 2 days ago
Senior Administrative Assistant
Seattle, WA
Full-time
Hybrid
Mid, Senior Level
$42.78/hr - $57.89/hr
4+ years expPort of Seattle is a leader in moving people and cargo, and they are seeking a Senior Administrative Assistant to perform complex administrative support functions. This role involves managing department administrative tasks, coordinating communications, and overseeing budget responsibilities among other duties.
TransportationTravel
Responsibilities
You will serve as point of contact for incoming communications and define administrative processes and systems for the department in support of legal claims and litigation
You will also provide technology coordinator duties including advanced SharePoint support and serve as lead for department on Port-wide responsibilities (e.g. records management, technology)
You will provide complex calendar management by scheduling meetings for attorneys and department staff including coordinating with external agencies, officials, or stakeholders; you will also calendar and manage critical and routine dates and deadlines in support of legal claims and litigation
You will also manage and implement department-wide events and coordinate complex travel arrangements that include international or multi-destination travel and process-related expense claims/reports
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 legal service agreements or other 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 and Collective Bargaining Agreement provisions
You will oversee the onboarding and offboarding of personnel per Port policies and serve as the authorized signer for badging for the department
You will, if available, lead and train other department 'emergency hire' administrative staff by providing assistance, prioritizing work assignments and monitoring the quality of work
Qualification
Required
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
Proficient knowledge of general legal office practices and procedures, legal terminology, electronic record keeping and filing methods, standard formats of legal documents, legal references, and ability to apply it to support legal matters
Intermediate knowledge of basic accounting principles and procedures
Strong research and analysis skills
Advanced knowledge of Microsoft Office Suite and SharePoint applications 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 while observing and adhering to legal confidentiality requirements and practices
Time management and organizational skills including prioritizing work, meeting internal and external deadlines, and independently and proactively managing workload, tasks, and projects from start to completion
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
Preferred
Experience supporting a litigation team
Legal Assistant or Paralegal certificate (or equivalent legal experience)
Associate degree
Benefits
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.
Paid Sick Leave – At least one hour of sick leave for every 40 hours worked.
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 hybrid.
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.
Equity, Diversity, and Inclusion – The Port of Seattle values diversity as a source of innovation and strength. We are actively working across the organization to create a culture where all employees – regardless of race, gender, and other identities – succeed and reach their fullest potential.
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.
Company
Port of Seattle
The Port of Seattle is a public agency that controls Seattle’s seaport and airport operations.
Founded in 1911Seattle, Washington, USA
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
John van Deinse
Manager, CPO Planning & Analytics
Joshua Mandela Thomas
Senior Manager Strategic Partnerships and Data Analytics
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