Administrative Assistant II

Thank you for considering a career at Port Houston. We appreciate your interest in joining our team. By applying, you are taking an important step toward advancing your career with an organization committed to excellence.

Port Houston offers competitive compensation, comprehensive benefits, and a diverse, inclusive work environment. Joining our team means embarking on a fulfilling career path with opportunities for growth and impact.

Before submitting your application, please ensure your resume is ready for upload in either .doc or .pdf format. Application must be completed in full.

Position Summary:

Provides administrative support in a variety of functions to an individual, team, department(s), or another group in the organization, requiring a degree of independent judgment and a knowledge of policies and procedures. Serves as liaison with internal and external customers and stakeholders.

Key Responsibilities/Duties:

Responsible for the Department’s administrative affairs: planning, organizing, and coordinating staff issues; events; logistics; and other technical and complex administrative work

Handle and maintain confidential and non-routine information

Perform general administrative duties including preparing correspondence, filing and records management, providing phone coverage, redirecting calls, taking messages, scheduling appointments and maintaining office supplies and work area

Administer direct supervisor’s and/or department employees’ calendars, scheduling meetings and appointments without clearance on occasion. Coordinate all travel for Director and other departmental staff including travel request and hotel accommodations as necessary

Schedule and plan department, division, or other internal/external client services meetings, including logistics, technology requirements, meeting agendas, meeting notes, etc.

May support more than one department • Gather, format, and possibly create content for submission materials/content of Port Commission items

Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or other offices. Provide information and general knowledge of company policies, practices, and operations

Prepare letter and staff minutes; proofread for spelling, grammar and layout, making appropriate changes

Review mail, ensure proper distribution, and respond accordingly to time sensitive correspondence

Order office supplies, when needed

Organize and maintain files in accordance with Auditing Standards and Port Houston’s Records Retention System and act as records liaison with that department

Participate as an integral team member of the department, and provide customer service to all internal and external clients

Create/generate specialized charts, reports, and distributing on a regular basis

Create/administer tracking spreadsheets for various items: purchase orders, projects, expense reports, inventory, vendors etc.

Collect, review, and may analyze data to prepare reports, charts, budgets, and other presentation materials to present yourself or for others

Perform general data entry tasks

Prepare initial and reforecast budgets for approval and generally administer annual department budget

Assist in writing/tracking department requests for proposals (RFP), request for Commission action (RCA), etc.

Initiate and monitor purchase orders, check requests, and petty cash payments; review and process invoices for payment; prepares and maintains records of financial transactions

Design, create content, and maintain/update department intranet webpage (SharePoint/Shareport)

Act in accordance with Port Houston core values (respect, excellence, accountability, diligence, and you)

Perform other duties as assigned

Education and Experience

Associate’s degree in Business Administration, Communications, or related major in a public or accredited private academic institution preferred

3+ years of related experience administrative support required

Knowledge, Skills, Abilities and Behaviors:

Intermediate-advanced knowledge of Microsoft Office

Proficiency in SharePoint, Kronos, JD Edwards, Cognos, Boarddocs, and BuySpeed software systems

Knowledge of database management

Advanced knowledge of fiscal management and reconciliation

Budget preparation skills

Event planning or coordination skills

Strong decision-making skills

Attention to detail

Prioritization and organization skills

Problem-solution oriented • Expert written and verbal communication skills

Interpersonal skills

Strong customer service focus, internal and external

Works well under pressure, regularly

Ability to work autonomously

Ability to interact and collaborate in a team environment

Limited degree of independent judgment

Professionalism

Maintain general degree of confidentiality

Desire to learn department area of focus

Key Competencies Required:

Building Trust

Change Management (micro/departmental)

Communications

Flexibility

Initiative

Interpersonal

Managing Priorities/Meeting Deadlines

Planning & Organizing

Resilience

Teamwork

This work site location of this job is: Port Coordination Center

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, but due to open office environment noise level may occasionally be high. To apply, please go to porthouston.com/careers. Only applications submitted through the Port Houston Careers website will be acknowledged. Port Houston is an equal opportunity employer and participates in the E-Verify program supervised by the U.S. Government.

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

We appreciate your interest in Port Houston. Port Houston is an equal employment opportunity employer. Port Houston’s policy is not to discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws. Port Houston also prohibits harassment of applicants or employees based on any of these protected categories. Application must be completed in full.