Administrative Assistant- Floater (Temporary)

Starting rate: $17 per hour
Temporary assignment: Lasting approximately 3-6 months, depending on business needs.

POSITION SUMMARY:                

This position is responsible for providing support in the performance of various administrative and clerical duties for the department assigned to.  Assignments should be carried out under close direct supervision. To do this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GEOGRAPHIC REGION:

Please note applicants out of the geographic region for position applied will not be considered

QUALIFICATIONS:

Required

• Must be able to work a flexible on-call schedule, extended hours, holidays, and weekends. 
• Must have a minimum of one (1) year of experience in administrative areas.

• Intermediate skills in programs such as MS Word, Excel and Outlook. 
• Must be able to communicate in English and Spanish in a business environment (verbal and written).
• Ability to communicate (read and write) effectively, professionally, and friendly in a business environment.
• Must have the ability to consistently meet deadlines.
• Must possess strong organization and time management skills.

• Ability to prioritize, multi-task and work independently with limited supervision.
• Ability to establish and maintain effective working relationships with vendors and fellow employees.

• Ability to work a flexible schedule, extended hours, holidays, and/or weekends as needed.

Preferred

• High School diploma or equivalent.

DUTIES AND RESPONSIBILITIES:

Primary

• Schedule regular staff to fulfill operational needs per vessel sailings, coordinate with other operating departments in need of additional staff and request temporary staff to fill remaining vacancies through third party agencies.
• Assist with labor scheduling matters which includes but not limited to receipt of various workforce leave notifications by phone and/or other electronic communication methods; gang assignment and tracking; emergency replacements and ordering additional temporary labor in case of a shortage from all operational departments.
• Send out daily schedule notices with the calling system.
• Preparing daily attendance reports, running reports in calling system and notifying HR of excessive absences.
• Perform system entries on ADP and any other database as needed.
• Receive absence requests (PTO) from Stevedoring employees, obtain approval/denial, relay to employee and forward to payroll for processing.
• Submit the temp timesheets to the agencies on behalf of the Stevedoring Superintendents.
• Maintain a clean work area, free of debris or safety hazards and awareness of surroundings (i.e., vehicles, people, equipment, etc.) at all times.
• Perform all functions in accordance with operation and safety guidelines.
• Support other departments, as needed.
• Perform other related tasks as assigned.

PHYSICAL REQUIREMENTS:

• The employee is frequently required to use their fingers.
• The employee frequently is required to talk and/or hear.
• The employee is continuously required to sit.
• The employee is occasionally required to stand and walk.
• The employee must occasionally lift and/or move up to ten (10) pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

SAFETY REQUIREMENTS:

• Report safety hazards.
• Immediately report incidents involving injury, illness, or property damage.
• Wear protective PPE (Personal Protective Equipment) as instructed or necessary.
• Comply with all company safety policies, procedures, and rules.
• Refuse any unsafe task or operation.
• Participate in safety meetings and training.
• Be constantly aware of their personal safety and that of their coworkers.

SUPERVISION RECEIVED AND EXERCISED:

Receives direct supervision from HR Supervisor, and functional supervision by the Terminal Operations Supervisor and indirectly to the Director of Terminal Operations. Does not exercise supervision over any other position.

CONDITIONS:

• Indoors office - Exposed to controlled temperature and office environment.
• The noise level in the work environment is usually low.

DISCLAIMER:

• We are an Equal Opportunity Employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
• If an applicant with a disability is unable or limited in their ability to use or access our online application center as a result of their disability, they can request reasonable accommodations by sending an email to accommodations@seaboardmarine.com
• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
• The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.