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Port Houston

Administrative Assistant I

Port Houston - Posted 2 months ago
$40k-50k/year  + Equity
*high salary
*Based on 0 Administrative Assistant salary records


Houston, TX

no experience required
Company size
56k employees

Deadline:  February 27, 2023

Port:  Houston

Administrative Assistant Job description

Port Houston is the advocate and strategic leader of the Houston Ship Channel, one of the most powerful economic engines in the state and the country. Port Houston owns and operates the public wharves and terminals along the Houston Ship Channel, including the area’s largest breakbulk facility and two of the most efficient container terminals in the country.

Through our leadership and our work, we help ensure the nation’s busiest waterway stays running to benefit the customers of the public facilities we operate, our surrounding communities and industries, and our region. Port Houston exists to move the world and drive regional prosperity.

The work we do helps build up our local community, supports the economy, bolsters goodwill for the state of Texas, and influences the outlook of the entire region. And this is only the beginning! Our best accomplishments are ahead of us as we expand the Houston Ship Channel and widen its reach to become America’s distribution hub for the next generation.

Who you are:

You are more than the work you do. We want your work at Port Houston to be more than a job – we want it to be a fulfilling experience where you find challenging and rewarding opportunities, respect among colleagues, competitive pay, benefits that protect you and your family, and a high-performance culture that values your contributions and helps you reach your career goals.

Sound like the place for you?

Position Summary:

Provides general, diverse and confidential administrative support services to direct supervisor, requiring some degree of independent judgment and knowledge of policies and procedures. Serves as liaison with internal and external customers and stakeholders.

Key Responsibilities/Duties:

• Responsible for the Department’s administrative affairs: planning, organizing, and coordinating staff issues; events; logistics; and other technical and complex administrative work

• Handle and maintain confidential and non-routine information

• Perform general administrative duties including preparing correspondence, filing and records management, providing phone coverage, redirecting calls, taking messages, scheduling appointments and maintaining office supplies and work area

• Administer direct supervisor’s and/or department employees’ calendars, scheduling meetings and appointments without clearance on occasion. Coordinate all travel for Director and other departmental staff including travel requests and hotel accommodations as necessary

• Contribute to submission materials/content of Port Commission items

• Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or other offices. Provide information and general knowledge of company policies, practices, and operations

• Prepare letter and staff minutes; proofread for spelling, grammar and layout, making appropriate changes

• Review mail, ensure proper distribution, and respond accordingly to time sensitive correspondence

• Order office supplies, when needed

• Organize and maintain files in accordance with Auditing Standards and Port Houston’s Records Retention System and act as records liaison with that department

• Participate as an integral team member of the department, and provide customer service to all internal and external clients

• Create/administer general tracking spreadsheets for various items: purchase orders,

projects, expense reports, inventory, vendors etc.

• Perform general data entry tasks

• May administer annual budget and track department spending

• Initiate and monitor purchase orders, check requests, and petty cash payments, review

and process invoices for payment; prepares and maintains records of financial transactions

• May be responsible for maintaining/updating department intranet webpage


• Act in accordance with Port Houston core values (respect, excellence, accountability,

diligence, and you)

• Perform other duties as assigned

Education and Experience

• Associate degree in Business Administration, Communications, or related major in a

public or accredited private academic institution preferred

• 1+ years of related experience in administrative support required

Knowledge, Skills, Abilities and Behaviors:

• Basic-intermediate knowledge of Microsoft Office

• Familiarity or ability to learn SharePoint, Kronos, JD Edwards, Cognos, Boarddocs, and

BuySpeed software systems

• Knowledge of database management

• General knowledge of fiscal management and reconciliation

• Attention to detail

• Prioritization and organization skills

• Problem-solution oriented

• Written and verbal communication skills

• Interpersonal skills

• Strong customer service focus, internal and external

• Works well under pressure, at times

• Ability to work autonomously

• Ability to interact and collaborate in a team environment

• Limited degree of independent judgment

• Professionalism

• Maintain general degree of confidentiality

• Desire to learn department area of focus

Additional Information

• Assist in the development of safety training program materials and maintain all required safety documentation to ensure compliance with applicable laws and internal policies

• Provide general administrative support of FEMA/TDEM Grant process

• Creating forms and awareness materials for department

• Commission meeting preparation and support

· Track FEMA grant reimbursements, and/or allocation of payments receive

· Conduct annual driver and fleet motor vehicle (DMV) background checks.

· Grant and claims general knowledge

Key Competencies Required:

• Adaptability

• Communications

• Interpersonal

• Managing Priorities/Meeting Deadlines

• Motivation

• Planning & Organizing

• Resilience

• Teamwork

Port Houston proudly embraces diversity and Equal Employment Opportunity.  Our teams reflect our commitment to celebrating diversity and creating an equitable and inclusive environment for all employees. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

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