Administrative Assistant (Front Desk)

Port of Tacoma - Tacoma, WA3.0

Full-time
Job Summary
FOR GUARANTEED CONSIDERATION, APPLICATIONS MUST BE RECEIVED ON OR BEFORE APRIL 15, 2019. Applications received after that date may still be considered, but are not guaranteed. The posting is open until filled.

The Administrative Assistant (Front Desk) is responsible for performing a wide variety of paraprofessional, administrative, and technical functions.

This position is located at the reception desk, and the primary responsibility is assisting visitors to Port of Tacoma and Northwest Seaport Alliance facilities by greeting and directing them appropriately, maintaining access control, and ensuring security for Port property, personnel, and visitors. This position also answers, screens, retrieves and forwards calls received to the main office phone line appropriately.

This role requires a combination of both independent and team-based work to complete administrative tasks which at times may be sensitive and confidential in nature.

Primary Functions
Monitors guests in the reception area, greeting visitors promptly and courteously. Maintains security by following procedures including verifying identification and issuing badges. Responsible to de-escalate and assist difficult or irate people, and handle crises calmly while alerting appropriate authorities.
Provides excellent customer service to internal and external stakeholders in person and via telephone. Answers, screens, retrieves and forwards calls and messages from multi-line Voice Over Internet Protocol (VOIP) telecommunication system.
Provides overall administrative support to the assigned workgroup. Supports the department and management team by preparing, reviewing and providing quality assurance for various reports, correspondence, expense reporting, projects, presentations, budget documents, requisitions, and billing documents. Specific tasks may include but are not limited to making photocopies, scanning and filing documents, coordinating schedules, monitoring budgets, assisting with travel arrangements, coordinating commission authorization documents, organizing and performing setup for meetings and events, and assisting with project-based work. Provides administrative coverage outside of normal assignment as needed.
Sorts, opens, reviews, and distributes incoming mail for the assigned department or workgroup.
Other duties as assigned.
Required Education and Experience
The candidate may meet the minimum education and experience requirements for this position in either of two ways:

By possessing an Associate of Arts degree (AA) in Business, Office Technology or other relevant discipline, plus at least two (2) years of prior work experience as an administrative support professional, customer service representative, or office assistant, or
By possessing at least three (3) years of prior work experience as an administrative support professional, customer service representative, or office assistant.
Additional Requirements
Must possess advanced knowledge of telephone techniques and etiquette, and be skilled in using tact, diplomacy, patience and courtesy when dealing with Port staff, the public, and other stakeholders. Must use discretion in dealing with proprietary and other confidential matters.

The ideal candidate will possess strong verbal, written, analytical and interpersonal skills with the ability to communicate effectively both verbally and in writing. Must also possess the ability to understand and comply with Port and departmental operations, policies, and procedures. Knowledge of Microsoft Office, including but not limited to Word, Excel, Outlook, PowerPoint, and Visio, and experience with data entry and database management is required. Must have strong organizational, recordkeeping, business writing, editing and proofreading skills. Must have excellent customer service skills and possess the ability to balance competing demands and constantly adjust multiple priorities.

This individual must demonstrate a caring customer service attitude, a strong commitment to operational excellence, and be able to display behaviors and a commitment to the organization's core values. We value an individual who also brings an impeccable work ethic, is honest and models a high level of integrity. The Port and NWSA desire candidates who display enthusiasm, energy and a drive to succeed. Under the direction of the Chief Executive Officer/Executive Director, the organization's culture is built on the following values: Integrity, Customer Service, Competitive Spirit, Courage, Sustainability and Collaboration. The Port and NWSA seek candidates who can align and model these values both internally and externally and understand what it means to carry out these values in their everyday work.