Administrative Assistant (Front Desk)

Salary : $61,547.20 – $68,390.40 Annually

Location : Tacoma, WA

Job Type: Regular/Full-Time

Job Number: 626

Department: Finance

Opening Date: 06/27/2023

Anticipated Starting Salary: Starting wage is $29.59/hour until completion of 6-month probationary period.

Job Summary
Starting wage is $29.59/hour until completion of 6-month probationary period.

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 is responsible for 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.

The Administrative Assistant will also provide primary administrative support to the Communications and Government Affairs teams on an ongoing basis, as well as other departments as needed. This role requires a combination of 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 workgroups. 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

Associate degree required. An additional two (2) years of relevant experience may substitute for an associate degree.

Two (2) years of experience as an administrative support professional, customer service representative, or office assistant is required.

Must be highly proficient in Microsoft Word, Outlook, Excel, SharePoint, and PowerPoint.
Front Desk/Receptionist experience highly preferred.
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 dedication to the organization’s core values: Integrity & Transparency; Excellence; Adaptability; Stewardship; Teamwork & Partnerships; Health & Safety; and Diversity, Equity & Inclusion. The Port seeks candidates who will embrace and model these values both internally and externally, and who understand what it means to carry out these values in their everyday work. We value individuals who also bring an impeccable work ethic, honesty, and integrity, and who consistently exhibit enthusiasm, energy, and a drive to succeed.

In accordance with the Collective Bargaining Agreement between the Port of Tacoma and ILWU Local 22 Port Workers, Article VII-Personnel Practices, Section 7.6, Qualified Port employees will have preference on job openings within their own union.

In accordance with the Immigration Control and Reform Act of 1986, all persons offered employment must provide acceptable proof of identity and authorization to work in the United States. Proof will be required prior to employment.

The successful candidate must possess (or obtain within 30 days of employment) a valid driver’s license. Candidate must be able to successfully complete a post-offer substance abuse test (includes both drug and alcohol) and background investigation. Candidate must also be able to obtain/maintain a Transportation Worker Identification Credential (TWIC), which is a program managed by the Department of Homeland Security (DHS). Information on this program can be viewed

THE PORT OF TACOMA IS AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO PROMOTING AND ENCOURAGING DIVERSITY IN THE WORKPLACE.

As an employer of choice, the Port is proud to offer an excellent benefits package. This includes medical, prescription, vision and dental with no out-of-pocket premiums and full coverage for employee, spouse, and all eligible dependents. In addition, the Port offers vacation, paid holidays, sick leave, bereavement leave, paid parental leave, participation in the Washington State Public Employees’ Retirement System (PERS) and a Port-funded Voluntary Employee Beneficiary Association (VEBA) account for out-of-pocket health related expenses for employees and their eligible dependents. The Port’s benefits package is valued between 45%-55% of base salary.

01

Do you have a minimum of a high school diploma, GED, or equivalent?

• Yes
• No

02

Do you have a minimum of an associate degree in a related field?

• Yes
• No

03

How many years of experience as an administrative support professional, customer service representative, or office assistant do you have?

• 0 to less than 1 year
• 1 year to less than 2 years
• 2 years to less than 4 years
• 4 years or more

04

Are you proficient in Microsoft Word, Outlook, Excel, SharePoint, and PowerPoint?

• Yes
• No

05

Do you have experience working in a receptionist or front desk position? If yes, briefly describe below. If no, enter N/A.

Required Question