Administrative Assistant; Unclassified

Description Definition

In support of the Commissioner Services department; duties include coordinating and calendaring meetings, drafting correspondence, assisting with arranging Port travel, and other tasks as assigned by management. Interacts with internal customers, vendors, and members of the public.

Under general supervision, performs a wide variety of responsible and specialized office clerical and administrative support functions, ranging from moderately difficult to complex, in support of an assigned Port department; oversees and handles all office procedures and other tasks as assigned by management; interacts with internal customers, vendors, and other individuals; and performs related duties as assigned.

Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

This journey-level classification is responsible for independently performing clerical and administrative duties in support of their assigned department. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Specialist in that the latter performs specialized work that requires in depth technical knowledge and skill.

• Types, composes, formats, reviews, proofreads, edits, and routes correspondence, memoranda, lists, charts, contracts, reports, agreements, amendments, agenda sheets, forms, fliers, bulletins, Requests for Proposal (RFP’s), Requests for Qualifications (RFQ’s), and other documents ranging from routine to complex; types from drafts, notes, dictation, or brief oral instructions; proofreads and checks typed and other materials for accuracy, completeness, and compliance with Port and department standards, policies, and procedures.
• Ensures materials, reports, and documents for signature are accurate and complete; develops, revises, and maintains master documents, templates, bulletins, and legal updates from previously written materials and forms; maintains and enters a variety of data in databases and spreadsheets; copies and scans documents for internal and external distribution; sends and receives faxes; assigns document numbers; routes documents for signature; compiles mailing lists.
• Compiles, prints, and distributes agendas, information packets, consultant agreements, and related information and materials for review; publishes and posts agendas and legal notices; attends meetings and prepares and distributes preliminary minutes; ensures proper filing and storage; operates technical equipment at meetings and assists staff with presentation materials.
• Reviews, processes, and submits department timecards; records and tracks absence requests and posts on department calendar; inputs schedule information for department staff; maintains employee attendance records; calculates leave time; logs and proofreads absence requests and timecards; distributes paychecks to staff.
• Prepares travel and training requests; coordinates training, travel, and other arrangements for staff attendance at conferences and business trips; compiles expense reports; processes payments for registration, reimbursements, and cash advances.
• Coordinates, arranges, and confirms meetings for department staff; arranges for meeting setup and refreshments; attends meetings, takes notes, and types minutes; maintains department calendars and schedules appointments and meetings.
• Assists in preparation of the department’s annual budget by compiling figures for non-personnel budget and inputting budget data; tracks and reconciles expenditures against budget; processes purchase orders, direct payments, requisitions, and pay requests; prepares bills for payment; reviews and processes vendor or contractor invoices and refunds.
• Prepares technical worksheets, tables, and computations; establishes, manages, maintains, and updates confidential, subject, project, and specialized office databases, indexes, and files; files documents; conducts research, including pulling files and conducting internet searches; photocopies documents and files; organizes and archives files and library items; assists staff in locating files and records.
• Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conducts research, responds to requests for information and complaints from the public, refers the request or complaint to appropriate staff, and/or takes or recommends action to resolve the issue; greets and directs visitors; reviews, determines the priority, and routes incoming correspondence.
• Performs assigned disaster service worker responsibilities, as directed.
• Observes and complies with all Port and…