Senior Administrative Assistant – Internal Audit

Senior Administrative Assistant – Internal Audit

At the Port of Seattle, we anticipate making salary offers between the minimum and midpoint of the salary range. Offers will be based on experience similar to the Port job being applied for as well as a review of pay rates for Port employees performing similar work. Salary ranges are under review and subject to change.

As Senior Administrative Assistant for the Internal Audit Department, you will provide complex administrative support functions. You will independently define work priorities based upon requirements and manage Department administrative support functions.

• You will develop, implement, monitor, maintain, and/or report on administrative functions that will require that you gain comprehensive knowledge of our department.
• You will work with the Commission Office to establish an annual workplan and associated calendar of all upcoming Quarterly Audit Committee Meetings and an Annual Commission briefing meeting each year. You will invite the appropriate individuals and remind internal and external parties of due dates for material submission.
• You will establish deadlines for material submission by internal and external parties for those meetings, and you will assure that materials are received in a timely manner and in the appropriate format. You will submit all finalized materials to the Commission Office timely. You will understand an established process and execute on it.
• You must be well versed in Microsoft Office Products, especially MS PowerPoint.
• You will be detail-oriented and have excellent English skills, as you will proof all Audit Reports before they become public. This requires knowledge of grammar, punctuation, and writing styles.
• You will also serve as a reviewer of material produced by the department. Primarily, documents that are published on the Port’s external and internal facing websites, and all Audit Committee Materials.
• You will manage the department’s policies & procedures handbook. You will adhere to an established process to update the handbook with monthly edits from staff.
• You will manage our external facing website. This will require you to gain knowledge with the systems that allow you to update the website.
• You will be jointly responsible for maintaining the department’s SharePoint site.
• You will provide and receive department specific information to/from external and internal customers that routinely require interpretation of policies, procedures, and practices specific to the Internal Audit department.
• You will provide recommendations for administrative process improvements for the department.
• You will be issued a P-Card for the department. You will have to order office supplies as needed and charge conferences and other training/events to the P-Card in accordance with Port policy.
• You will have budget responsibilities including inputting, monitoring, reporting, preparing, and making recommendations for a full department, project, or program with multiple chart fields. You will research and report on budget variances.
• You will provide SharePoint support that includes building solutions specific to department, program or project needs, and you will provide instruction to users on how to accomplish advanced tasks using this technology.

• Experienced – You have five (5) years of progressively responsible administrative experience.
• Desired – We hope that you have an Associate degree in Business Administration or Accounting.
• 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.
• Knowledgeable – You are familiar with general office practices and procedures and knowledge of accounting principles.
• Tech Savvy – You have a high proficiency in Microsoft Word, Outlook, PowerPoint, Adobe Acrobat, and Excel.
• Communicative – You have demonstrated written and verbal communication skills, tact, diplomacy, to develop and maintain harmonious relationships and gaining the cooperation of others.

• 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.
• Work Environment - This work will take place in an in-office setting with hybrid remote options on select days available at Management’s discretion. The team is currently in the office from Monday through Wednesday, and remote on Thursdays and Fridays. Depending on Audit Committee or equivalent meetings, the team occasionally comes into the office on a Thursday or Friday.
• 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 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.

• 
  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.