Sr. Administrative Assistant - Legal Department
Some of what you'll be doing:
As Senior Administrative Assistant for the Legal Department, you will provide specialized legal administrative support to department attorneys on a wide variety of complex and confidential legal matters.
- You will perform specialized administrative support including developing, implementing, monitoring, maintaining, and reporting information related to the department, project, or program activity that may affect employees Port-wide.
- You will provide administrative support to attorneys including complex calendar management, file organization, subscription management, ordering supplies, and assistance with correspondence.
- You will provide recommendations for administrative processes and system improvements for the department.
- You will provide SharePoint support that includes saving, organizing, and retrieving files; editing pages and permissions; applying themes; adding webparts; and troubleshooting.
- You will review incoming mail and take action by drafting responses for manager or director’s signature, identify priority or time-sensitive matters and maintain security and confidentiality when necessary.
- You will routinely coordinate complex travel arrangements that may include international or multi-destination travel, process related expense claims/reports.
- You will be the department’s Purchase Card “P-Card” Approver that includes approving transactions, ensuring appropriate use, validates reconciliation process, ensure proper documentation, and other responsibilities designated by the Central Procurement Office.
- You may be asked to assist with the public records and disclosure functions of the department, including identifying and organizing relevant records and working with staff from across Port departments.
Who you are:
- Experienced – You have five (5) years of progressively responsible administrative experience.
- Desired – We hope you have a Legal Assistant or Paralegal certificate or familiarity with legal principles and practices. We also hope that you have an associate degree.
- 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, legal terminology, electronic record keeping and filing methods, standard formats of legal documents, legal references, and application to legal matters and litigation practices.
- Tech Savvy – You have a high proficiency in Microsoft Word, Outlook, PowerPoint, Adobe Acrobat, and Excel. You are able to independently work with various document management and information systems.
- Communicative – You have demonstrated written and verbal communication skills, tact, diplomacy, to develop and maintain harmonious relationships and gaining the cooperation of others.
- Trustworthy – You demonstrate impeccable integrity and discretion in dealing with highly sensitive and confidential information. You have sound judgement and decision-making.
What else you need to know:
- 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. You may be required to work during emergencies.
- Work Environment - This work will take place in a hybrid remote/in-office setting at Management’s discretion.
- 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.
- 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.
- 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.
- Overtime Eligible – You are eligible for overtime pay in this role.
Why you'll love it here:
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 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.
Why the Port of Seattle:
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 development and quality of life for all in our region. Find out more about how our values RAISE us up and our commitment to equity.