Administrative Assistant II

American Bureau of Shipping (ABS); Seattle (WA); On-site; USD 52,000 - 70,000; Full time

Job summary

American Bureau of Shipping (ABS) is seeking an Administrative Assistant II to provide confidential, secretarial, administrative, and clerical support to Department/Project Management and staff. You will use independent judgment and handle routine and semi-routine matters with initiative.

Responsibilities include scheduling, correspondence, travel arrangements (including international), expense processing, and assisting with payroll changes and invoices.

Qualifications

• Strong written and verbal communication skills.
• Ability to learn ABS Rules, Guides, and safety policies.
• Proficiency with office software and calendar/scheduler programs.
• Experience handling confidential information.

Responsibilities

• Screens telephone calls and directs messages to the appropriate person.
• Prepare routine correspondence and manage department mail.
• Maintain schedules and travel arrangements, including international travel.
• Process vendor invoices and interface with HR on payroll changes.
• Set up and maintain files, manage office supplies, and support project teams.

Skills

Communication skills

Arithmetic skills

Office administration

Multitasking

Interpersonal skills

Time management

Education

High School Diploma or equivalent

2-5 years administrative office experience

Job description

The Administrative Assistant II is responsible for providing confidential, secretarial, administrative, and clerical support including assistance to Department/Project Management or highe. The professional may also provide general administrative assistance to entire department staff. The Assistant uses independent judgment in carrying out responsibilities and takes initiative to handle routine and semi-routine matters.

What You Will Do:

• Screens telephone calls, takes clear and complete messages and directs calls to the appropriate individual. Where appropriate, directly handles routine and semi-routine matters on behalf of Management.
• Processes correspondence by use of a word processing system. May compose routine correspondence on behalf of Management. May include graphics and require scanning images.
• Opens, sorts, and distributes departmental mail. Organizes Management's mail.
• Keeps track of Management schedules.
• Maintain ABS capital equipment computer budgets and track purchases made against budgets.
• Handle the processing of vendor invoices promptly.
• Maintain departmental salary budget and interface with Human Resources in the process of payroll changes.
• Performs non-routine clerical tasks with little supervision.
• Sets up and maintains files in a timely and organized manner.
• Makes travel arrangements (including complex international travel) as necessary.
• Make important social arrangements for entertaining clients and other outside business guests.
• Provide work direction and instruction to junior-level support staff.
• Serves in an administrative capacity on department project teams, as necessary.
• Secures and arranges for setting up of meeting rooms for department meetings or events.
• Maintains office supply inventory for the department.
• Enters time sheets weekly into the accounting system.
• May process expense reports.
• May set up projects utilizing spreadsheet software and/or database systems.
• Keeps abreast of PC business applications by maintaining contact with other administrative assistants and members of Information Management Services.
• May perform other tasks or participate in special projects as assigned by Management.

What You Will Need:

Education and Experience

• High School Diploma or equivalent.
• 2‒5 years of previous administrative office experience.

Knowledge, Skills, and Abilities

• Ability to develop a working knowledge of ABS Rules, Guides, statutory regulations, and related instructions, as well as the ABS Employee Safety Policy.
• Minimum intermediate-level skills in office automation software (some of which may include spreadsheets, word processing, presentation, mail/calendar/scheduler programs). Ability to learn additional programs as required.
• Excellent oral and written communication skills.
• Excellent arithmetic skills.
• Advanced level clerical and general office skills.
• Ability to handle routine and non-routine business matters in the absence of or on behalf of Management.
• Ability to simultaneously handle multiple assignments and prioritize workload accordingly.
• Demonstrated ability to interface with all levels of personnel.
• Obtain a working knowledge of the ABS Health, Safety, Quality, and Environmental Management Systems.

Reporting Relationships:

Reports to Department/Project Manager or other designated Supervisory position.