Administrative Assistant - Port Construction Services

Administrative Assistant - Port Construction Services

At the Port of Seattle, we anticipate making salary offers between the minimum and midpoint of the salary range. Offers will be based on experience similar to the Port job being applied for as well as a review of pay rates for Port employees performing similar work. Salary ranges are under review and subject to change.

As an Administrative Assistant for our Port Construction Services (PCS), you will provide support to our Field Operations and Construction Managers.

• You will perform moderately complex budget duties that include preparing, inputting, monitoring, or reporting for a department, project or program budget (or portion of) with limited chart fields; research and report on budget variances.
• You may be responsible for onboarding task including providing new hires the onboarding requirements, review of new hires paperwork for accurate completion of forms, examine the documents required for Employment Eligibility Verification and submit completed documents to Human Resources. Ordering electronic equipment such as phone and computer, etc. for new hires as applicable for their position.
• You may approve and ensure that all time entries processed from time administrator, is accurate and comply with Payroll guidelines, and act as the authorized signer for new or renewal applications for Port badges.
• You will provide SharePoint support including site creation, editing pages, permissions, applying themes, adding webparts; and instruct users on how to accomplish intermediate tasks.
• You will provide specialized administrative support, as part of project closeout, including researching, compiling, updating, and maintaining information related to project or program activity that may affect employees Port-wide. You will also prepare reports, correspondence, and documents related to that activity.
• You will provide and receive complex department, project or program specific information to/from external and internal customers that routinely requires interpretation of policies, procedures and practices specific to the assigned area.
• You will be a Corporate Purchase Card (P-Card) User for purchases that routinely include non-office supply materials for multiple projects (e.g., construction materials); requires multiple line entries and knowledge of project needs; interacts with approved vendors to resolve discrepancies, ensures goods and services are received as purchased, coordinates return of purchased goods when necessary, and reconciles receipts and invoices in compliance with Port and Contract requirements.

• 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.
• 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.
• Effective Communicator – You possess excellent written, verbal, and active listening skills.
• Organized – You are well organized and have great time management skills. You prioritize and balance various assignments and responsibilities as needed through planning, teamwork, and collaborating with stakeholders.
• Educated – You possess a High School Diploma or equivalent and one (1) year of college coursework.
• Technically Skilled – You have advanced technical skills in utilizing Microsoft Office and SharePoint technologies.
• Experienced – You have four (4) years of progressively responsible administrative experience.

• Work Environment – You will primarily work in a field office environment.
• 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.
• 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.
• Security Requirements – As the successful candidate, you must pass a Transportation Security Administration (TSA) background check as well as a criminal history background check with the Federal Bureau of Investigation (FBI). Your employment will be contingent upon obtaining a Port of Seattle ID badge upon clearance.
• Grade Review – The pay range and grade for non-represented positions are under review and subject to change as part of the Port’s work to implement a new pay program. This review is intended to ensure that positions are aligned with the new program that will be implemented in early 2024.

• 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.
• Development – From tuition reimbursement, training, stretch assignments and internal internships, we support a learning culture.
• 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.
• Healthcare – Medical, Dental, and Vision Care with options that work for you and your family.
• Work-Life Balance – We provide the resources to help you create habits to be healthy and balanced.
• 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.
• Pension/Retirement Plans – A pension and additional savings plans to prepare for your future after the Port.
• Holidays – More than ten days per year to celebrate with family and friends away from work.
• Parental Leave – Six weeks of paid leave to spend with new additions to your immediate family.
• 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.