Port of Seattle Hiring for Senior Administrative Assistant Job at Seattle, WA Full Time

We have openings in two (2) distinct work groups. One (1) on the Corporate Finance & Budget Team at our Headquarters on Pier 69 in Downtown Seattle and one (1) supporting the Aviation Finance & Budget and Airport Innovation Teams at the Seattle-Tacoma International Airport.

As a Senior Administrative Assistant, you will provide high level administrative support to the department.

• You will develop, implement, monitor, maintain, and/or report on administrative functions that require comprehensive department, project, or program knowledge.
• You will provide and receive complex department, project, or program specific information to/from external and internal customers that require interpretations of policies, procedures, and practices specific to the assigned area.
• You will provide recommendations for administrative processes and system improvements for the department.
• You will manage and coordinate ongoing and complex calendar scheduling that require resolving meeting conflicts, changing priorities or commitments, assessing meeting needs, priorities, agenda, and preparation requirements for key leaders.
• You will process payroll and manage deadlines to ensure accuracy and comply with payroll guidelines.
• You will coordinate complex travel arrangements and process related expense claims/reports.
• You will perform complex budget responsibilities including inputting, monitoring, reporting, preparing, and making recommendations for a full department, project, or program with multiple chart fields, and research and report on budget variances.
• You will provide SharePoint and Microsoft Excel support including building solutions and providing instruction to users on how to accomplish advanced tasks.
• You may perform the responsibilities of the Learning Management System (LMS) Curriculum Administrator including recording and editing learning items for external learning events, bundling required learning items into curricula, and assigning recurrent or regulatory training.
• You will manage department items for Commission meetings.

Corporate Finance & Budget Specific Responsibilities

• You will assist in the Portwide budget process and document preparation, as well as the quarterly financial performance reporting.
• You will support bond issuance and debt service management.
• You will prepare the Finance & Budget department budget.
• You will manage the procurement process for the department’s contracts and monitor contract progress.
• You will maintain and organize department records and stay current on records retention and public disclosure requirements. You will maintain the department’s external web page.
• You will coordinate and support planning and implementation of the Center of Expertise (COE) meetings and initiatives for three (3) Finance & Budget departments.

Aviation Finance & Budget and Airport Innovation Specific Responsibilities

• You will manage the procurement process primarily in the testing of innovation ideas and small projects.
• You will provide event management and program support by working with leadership to coordinate the agenda, finalize schedules and any other logistics needed through all phases of the event(s).
• You will ensure compliance with all security requirements when performing as an authorized signer for new Port badges and/or renewal applications, in addition to being a designated timekeeper for the Aviation Finance & Budget department.

Two years of experience may be substituted for one year of education:

• Experienced – You have five (5) years of progressively responsible administrative experience.
• Educated – You possess an Associate’s degree.
• 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 – You have proven knowledge of general office and accounting principles and procedures, including the ability to perform moderate to complex numerical calculations involving accounts receivable, reconciliation, and monitoring expenditures.
• Technologically Savvy – You are proficient with Microsoft Excel and have a genuine interest and expertise in numerical based systems. Additionally, you have advanced technical skills in utilizing SharePoint technology and/or other applications.
• Effective Communicator – You have the ability to clearly articulate your thoughts both verbally and in writing, but also have the discretion in maintaining confidentiality of sensitive matters.
• Collaborator – You have skills in establishing harmonious relationships and gaining cooperation of others and have also demonstrated leadership capabilities.

• 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. Overtime may be required.
• 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.
• Security Requirements (Aviation Only) – 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.

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