Administrative Assistant

The Administrative Assistant is responsible for performing a wide variety of paraprofessional, administrative, and technical functions. This role requires a combination of both independent and team-based work to complete administrative tasks which at times may be sensitive and confidential in nature.

This position will be located in the Communications department and will primarily support the Communications and Government Affairs departments, as well as act as the Port-wide coordinator for internal events. Support for additional departments may occur as needed.

This is a regular, part-time position scheduled for 32 hours per week. Eligible for full healthcare benefits, and other benefits on a pro-rated basis.

Primary Functions

• Provides overall administrative support to the assigned workgroup. Supports the department and management team by preparing, reviewing, and providing quality assurance for various reports, correspondence, expense reporting, projects, presentations, budget documents, requisitions, and billing documents. Provides administrative coverage outside of normal assignments as needed.
• Leads logistics coordination for Port-wide events, including arranging for catering, rentals, meeting set-up and tear-down, and other related duties.
• Provides excellent customer service to internal and external stakeholders in person and via telephone. Answers, screens, retrieves, and forwards calls and messages from multi-line Voice Over Internet Protocol (VOIP) telecommunication system.
• Sorts, opens, reviews, and distributes incoming mail for the assigned department or workgroup.
• Provides coverage to the front desk, and administrative assistant, as needed.
• Monitors guests in the reception area, greeting visitors promptly and courteously. Maintains security by following procedures including verifying identification and issuing badges. Responsible to de-escalate and assist difficult or irate people, and handling crises calmly while alerting appropriate authorities.
• Performs other duties as assigned.

Required Education and Experience

• Associate degree required. An additional two (2) years of relevant experience may substitute for an associate degree. 
• Two (2) years of experience as an administrative support professional, customer service representative, or office assistant is required. 
• Must be highly proficient in Microsoft Word, Outlook, Excel, SharePoint, and PowerPoint. Experience in event management/coordination preferred.

Additional Requirements

The ideal candidate will possess strong verbal, written, analytical, and interpersonal skills with the ability to communicate effectively both verbally and in writing. Must also possess the ability to understand and comply with Port and departmental operations, policies, and procedures. Knowledge of Microsoft Office, including but not limited to Word, Excel, Outlook, PowerPoint, and Visio, and experience with data entry and database management is required. Must have strong organizational, recordkeeping, business writing, editing, and proofreading skills. Must have excellent customer service skills and possess the ability to balance competing demands and constantly adjust multiple priorities.

Must possess advanced knowledge of telephone techniques and etiquette, and be skilled in using tact, diplomacy, patience and courtesy when dealing with Port staff, the public, and other stakeholders. Must use discretion in dealing with proprietary and other confidential matters.

This individual must demonstrate a caring customer service attitude, a strong commitment to operational excellence and be able to display behaviors and a commitment to the organization’s core values. Under the direction of the Executive Director, the organization’s culture is built on the following values: Integrity and Transparency, Excellence, Adaptability, Stewardship, Teamwork and Partnerships, Health and Safety, and Diversity, Equity, and Inclusion. The Port seeks candidates who can align and model these values both internally and externally and understand what it means to carry out these values in their everyday work. We value an individual who also brings an impeccable work ethic, is honest, models a high level of integrity and displays enthusiasm, energy, and a drive to succeed. 

Most tasks are performed in an office atmosphere, while sitting, with the majority of the day spent operating a telephone and personal computer. May require some bending and minimal lifting. Must be able to lift up to 25 pounds occasionally.

In accordance with the Collective Bargaining Agreement between the Port of Tacoma and ILWU Local 22, Article 7--Personnel Practices, Section 7.6, Qualified Local 22 employees will have a preference on job openings within their own Local 22 jurisdictions.

The Port of Tacoma has implemented a mandatory COVID-19 vaccination policy to safeguard the health of Port employees, their families, and the public we serve, as well as to meet the requirements of Executive Order 14042, which requires federal contractors like the Port to adopt and enforce a mandatory vaccination policy. Effective 12/8/2021 the federal mandate and Port policy have been suspended due to a federal court injunction until further notice. 

In accordance with the Immigration Control and Reform Act of 1986, all persons offered employment must provide acceptable proof of identity and authorization to work in the United States. A proof will be required prior to employment. 

The successful candidate must possess (or obtain within 30 days of employment) a valid driver's license. Candidate must be able to successfully complete a post-offer substance abuse test (includes both drug and alcohol) and background investigation. The candidate must also be able to obtain/maintain a Transportation Worker Identification Credential (TWIC), which is a program managed by the Department of Homeland Security (DHS).