Waterfront Project Assistant

Waterfront Project Assistant

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.

In this role you will provide support and assistance to the Waterfront group, which manages major construction projects and the high volumes of technical information, as well as provide critical assistance in tracking, developing, and communicating actions required for timely execution of work to avoid impacts to project cost, schedule, safety, and quality.

• You will administratively support Waterfront Project Management processes including organize, schedule, track and prepare materials for various project team meetings.
• You will verify that invoices submitted from consultants conform to contractual guidelines and route for payment.
• You will draft, transcribe, and distribute project meeting agendas, minutes, notes, reports, and meeting handouts.
• You will prepare and review standard and special reports, spreadsheets, and similar computer support activities.
• You will assist project managers with BlueBeam design review processes.
• You will research, retrieve, and distribute documents for public disclosure requests as needed.
• You will manage documents and populate data in project filing structure (electronic and hardcopy) including scanning, transferring, copying, and filing documents from workflow processes throughout project lifecycle
• You will perform research and retrieval of data from system of record as requested by project participants and distribute documents as needed.
• You will manage all project work processes and activities for cross-training and backup support to Project Specialist and Contract Specialist.
• You will provide recommendations for process and system improvements for the department.
• You will review and process invoices from vendors and agencies for payment requests to Accounting Department.
• You will review and route timesheets for approvals.

• Experienced – You have three (3) years of experience working in administrative or Project Assistant role.
• Educated – You possess a High School Diploma or equivalent.
• Desired – We hope you have Associate’s degree and three (3) years of experience working in engineering or construction environment.
• 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 have a working knowledge of Project and Construction Management terminology, project management process and activities. You demonstrate strong knowledge and proficiency of software and applications and advanced knowledge of researching and retrieving archived projects.
• Great Communicator – You have effective communication skills, both written and verbal, skilled in spelling, grammar, proof reading, editing, and formatting documents for final presentation.
• Technology Savvy – You have intermediate to advanced computer skills and proficiency in applications of Microsoft Office, SharePoint, PeopleSoft, and other systems. You are advanced in formatting spreadsheets and Word documents.
• Critical Thinker – You have proven critical thinking and judgement skills, including the ability to define, analyze and resolve problems and issues. You are emotionally intelligent and able to work calmly and patiently with a wide variety of people. You are able to manage priorities, meeting multiple deadlines, work effectively in a high-pressure, fast-moving environment with constant interruptions and changing priorities.

• 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 a hybrid remote/in-office setting at Management’s discretion.
• 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.
• 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.

• 
  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.