Administrative Assistant - Aviation Operations

Some of what you'll be doing:

As an Administrative Assistant in our Aviation Operations Department, you will provide support to Airfield Operations and Safety Management Systems groups including represented and non-represented employees. You will also provide logistics support for both the Snow Command Center and the Emergency Command Center when they are activated.

• You will be a Corporate Purchase Card (P-Card) user for purchases that routinely include office supplies, uniforms, conference or training registrations, domestic and international travel; work with approved vendors to resolve discrepancies, ensures goods and services are received as purchased and reconciles receipts and invoices.

• You will be a time administrator that requires the use of complex and multiple class, program, or project codes for both non-represented and represented employees and requires knowledge of collective bargaining agreements.

• You will provide SharePoint support that includes creating sites, editing pages and permissions, applying themes, adding webparts; and instruct users on how to accomplish intermediate tasks using this technology.

• You will assist department personnel with onboarding and offboarding for new and existing employees in accordance with Port policies and procedures.Provide flexible Management Support: calendars, meeting and event coordination, catering logistics, ICT support, etc.

• You will be an authorized signer for new or renewal applications for Port badges and Customs and Border Patrol seals.

• You will be responsible for managing the kitchen stock and supplies, coordinate desk assignments and needs within facility.

• You will receive and distribute incoming mail to appropriate staff.

• You will conduct weekly terminal walks, assisting customers that may need help and documenting any issues in the See Say app.

• You will act as a liaison between the Central Procurement Office (CPO) and support department with complex procurement and contract processes including coordinating, preparing, and submitting documents including Purchase Requisitions, ensuring compliance with, and keeping apprised of new regulations, and electronically tracking and monitoring contracts.

• You will be an active member of the Incident Support Team (IST) by attending related trainings and exercises, participating in the Floor Warden program, and provide assistance if needed during an emergency event.

• You will be responsible during snow and snow-related emergencies as part of the Snow Control Center (SCC) and provide logistical support for meals, hotels, and briefing information and when activated switch to 12-hour shifts.

• You will be the Ramp Insurance Administrator by collecting and uploading insurance information for vendors that need to drive on the airfield surfaces, manage program in the badging portal and manage communications in the ramp insurance mailbox.

• You will perform moderately complex budget duties that include preparing, monitoring, or reporting for a department, research, and report on budget variances.

• You will serve as the liaison with Information Communication Technologies (ICT) to coordinate technical assistance, ordering of devices, and service requests.

Who you are:

• Experienced - You have four (4) years progressive administrative experience.

• Educated - You possess a High School Diploma or equivalent.

• Desired - We hope you have one (1) year of college education or coursework.

• 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.

• Technically Skilled - You have advanced technical skills in utilizing Microsoft Office and SharePoint technologies.

• 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.

• Effective Communicator - You possess excellent written, verbal, and active listening skills.

• 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.

What else you need to know:

• 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 during emergencies.

• Work Environment - You will primarily work in an office environment.

• 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.

• 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.

Why you'll love it here:

The Port of Seattle offers an extensive benefits package that rewards our staff for their valuable contributions towards the Port's mission. In addition to the summary below, benefit details for non-represented positions can be found on the Port of Seattle's website. If the position is represented by a union, please refer to the " Collective Bargaining Agreement " or contact the appropriate Union Representative for specific information related to benefits and eligibility.

• 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 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.

• 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.

Why the Port of Seattle:

Every role at the Port of Seattle is vital to our thriving community. We are a leader in moving people and cargo across the country and around the world. With facilities and property ranging in scope from a half-acre park to one of the largest airports and container terminals on the West Coast, we maximize the public assets in our portfolio with an eye toward best uses and environmental sustainability. Find out more here .

Our vision is to create a Port that mirrors - throughout its breadth of operations and services and within its leadership - the diversity of our communities, instill principles of equity into its culture, and ensures a fair and intentional distribution of opportunities to expand economic develop and quality of life for all in our region. Find out more about how our values RAISE us up and our commitment to equity .

Location: Seattle Tacoma International Airport

Organization: Operations Director

Employee Status: Regular

Schedule: Full-time

Posting Expires: May 2, 2024, 11:59:00 PM

Minimum Salary: 29.97

Midpoint Salary: 44.95

Req ID: 002652

The Port of Seattle is an equal opportunity employer that values diverse perspectives and life experiences. We encourage people of all backgrounds to apply, knowing decisions concerning the employment relationship will be made without regard to age, race, ethnicity, color, religion, creed, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, marital status, citizenship status, veteran status, the presence of any physical or mental disability, or any other status or characteristic protected by federal, state, or local law, regulations and ordinances. To help comply with all state and federal requirements, we appreciate you voluntarily answering the questions below. The information on this form will be kept confidential. Click ~~~ for definitions and descriptions of the categories referenced below regarding Ethnicity and Race. Click ~~~ for information and definitions of the categories referenced below regarding Protected Veterans status.