Administrative Assistant – Aviation Maintenance

The Port of Seattle is unable to sponsor employment visas at this time.  

Salary offers will be made within the posted range. Placement within the range will be determined based on your similar work experience. The Port considers work experience to be similar if the scope and level of responsibility of your prior positions match the job being offered.

As an Administrative Assistant in the Aviation Maintenance (AVM) department, you will support the Director, Assistant Directors, Managers, as well as over 430 employees of the Aviation Maintenance group.

• You will support/oversee the onboarding and offboarding of personnel per Port policies and serve as the authorized signer for badging for the department.
• You will coordinate badge appointments and submit U.S Customs Seal applications for the department.
• You will serve as the liaison with Information Communication Technologies (ICT) to coordinate technical assistance, ordering of devices, and service requests. 
• You will be a Corporate Purchase Card (P-Card) user for purchases that routinely include office supplies, uniforms, conference or training registrations, domestic and international travel; work with approved vendors to resolve discrepancies, ensures goods and services are received as purchased and reconciles receipts and invoices.
• You will manage motor pool checkout process, vehicle keys, and the motor pool reservation calendar.
• You will provide administrative support functions requiring use of software solutions, interpretation of established policies and procedures, and management of both internal and external resources.
• You will provide recommendations for department administrative processes and systems improvements.
• You will provide calendar management, schedule meetings, support logistics for events, and expense claims.
• You will be arranging annual travel and training to include planning routes and itineraries, travel authorization forms, lodging and registration.  
• You will be preparing and processing reimbursements (tuition, License renewal, travel etc.). 
• You will provide complex contracting support by proofreading documents, ensuring compliance with policies, submitting purchase requisitions, and preparing invoices for payment.
• You will perform budget responsibilities including inputting, monitoring, reporting, preparing and making recommendations for a department.

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• Experienced – You have two (2) years of experience providing administrative support to department leader(s) or team(s), including calendaring, travel arrangements, purchasing, budget management, and/or onboarding of new employees.
• 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.
• Technically Skilled – You have advanced technical skills in utilizing Microsoft Office and SharePoint technologies. 
• Organized – You have worked with large scale departments and are well organized and have great time management skills. You prioritize and balance various assignments and responsibilities as needed through planning, teamwork, and collaborating with stakeholders. 
• Effective Communicator – You possess excellent written, verbal, and active listening skills.
• Collaborator – You are someone who can work with diverse internal and external stakeholders at various levels of the organization to build relationships while providing excellent guidance and customer service.
• Detail Oriented – You have a strong attention to detail together with the demonstrated ability to work independently and take initiative while contributing to a team environment.

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• Work Schedule – Your normal work schedule will be Monday – Friday, 8:00 a.m. to 5:00 p.m. (40 hours per week).
• Work Environment - This work will take place in a hybrid/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.
• Security Requirements – As the successful candidate, you must pass a Transportation Security Administration (TSA) background check as well as a criminal history background check with the Federal Bureau of Investigation (FBI). Your employment will be contingent upon obtaining a Port of Seattle ID badge upon clearance.

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The Port of Seattle offers an extensive benefits package that rewards our staff for their valuable contributions towards the Port‘s mission. In addition to the summary below, benefit details for non-represented positions can be found on the Port of Seattle‘s website. If the position is represented by a union, please refer to the “Collective Bargaining Agreement” or contact the appropriate Union Representative for specific information related to benefits and eligibility.

• 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 hybrid.
• 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.

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Every role at the Port of Seattle is vital to our thriving community. We are a leader in moving people and cargo across the country and around the world. With facilities and property ranging in scope from a half-acre park to one of the largest airports and container terminals on the West Coast, we maximize the public assets in our portfolio with an eye toward best uses and environmental sustainability. Find out more here.

 

Our vision is to create a Port that mirrors – throughout its breadth of operations and services and within its leadership – the diversity of our communities, instill principles of equity into its culture, and ensures a fair and intentional distribution of opportunities to expand economic develop and quality of life for all in our region. Find out more about how our values RAISE us up and our commitment to equity.

Operates Seattle's international airport and maritime seaport facilities.