Port of Seattle

Compensation

Full Description

As Senior Administrative Assistant, you will perform complex administrative support functions. You will also manage department administrative support functions. 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. Experienced – You have 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. Desired – We hope you have experience supporting a litigation team, a Legal Assistant or Paralegal certificate (or equivalent legal experience), and an associate 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. Proficient – You have 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 are able to apply it to support legal matters. You possess intermediate knowledge of basic accounting principles and procedures and have strong research and analysis skills. You also have advanced knowledge of Microsoft Office Suite and SharePoint applications including the ability to create relatively complex presentations, documents, and correspondence. You work effectively within teams. 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 while observing and adhering to legal confidentiality requirements and practices. Highly Organized – You have time management and organizational skills including prioritizing work, meeting internal and external deadlines, and independently and proactively managing your workload, tasks, and projects from start to completion. Problem-Solver – You possess critical thinking, problem-solving, and decision-making skills and strong research, analysis, and reporting skills. You also investigate and take action to meet customers’ current and future needs by exercising discretion, patience, and professionalism.