Operations Assistant I

The Port of Virginia; Portsmouth (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

The Port of Virginia is seeking an administrative and operational support specialist to coordinate labor assignments, maintain workforce records, and ensure compliance with attendance and labor agreements to keep terminal operations running smoothly.

The role requires a high school diploma or GED, a valid driver's license and TWIC, at least one year of relevant experience, and strong Microsoft Office skills for reports and documentation.

Qualifications

• High school diploma or GED required.
• Valid driver’s license; Transportation Worker Identification Credential (TWIC) required.
• One year of relevant experience required.

Responsibilities

• Oversees labor order administration by rotating labor assignments and maintaining accurate workforce, productivity, and operational records.
• Prepares cost studies of labor and equipment costs and conducts research on special projects as directed.
• Maintains filing systems and develops correspondence, reports, and procedures.
• Maintains and updates department assets such as training materials, forms, policies, procedures, safety manuals, and other documentation.
• Sends disciplinary letters to represented colleagues and prepares documentation for leadership.
• Administers attendance and workplace conduct compliance for ILA-represented colleagues and handles corrective actions as needed.
• Researches and provides back-up papers to Operations Staff and ensures timely responses to communications.
• Maintains suspense files on pending actions, meetings, and reports; replies to correspondence.
• Supports inquiries about statistical data and answers telephone inquiries; delivers messages for action.
• Ensures compliance with security, safety, and environmental regulations and policies; communicates issues to Manager.
• Prepares, maintains, and disseminates accurate documentation following organizational standards.
• Performs other duties as assigned.

Skills

Customer service

Proactive problem solving

Verbal communication

Microsoft Office

Confidentiality

Attention to detail

Organizational skills

Multitasking

Education

High school diploma or GED

Job description

The main objective of this position is to provide administrative and operational support for terminal workforce management by coordinating labor assignments, maintaining workforce and operational records, administering attendance and labor agreement compliance processes, and preparing reports, correspondence, and documentation.

Responsibilities

• Oversees labor order administration by rotating labor assignments across departments and maintaining accurate workforce, productivity, and operational records to support efficient terminal operations.
• Prepares cost studies of labor and equipment costs. Performs research on special projects as directed.
• Maintains filing systems for and develops correspondence, reports, and procedures.
• Maintains and updates department assets such as training materials, forms, policies, procedures, safety manuals, and other similar documentation.
• Sends disciplinary letters to represented colleagues.
• Prepares documentation and reports for departmental leadership.
• Prepares drafts and proofreads correspondence for proper grammar and spelling.
• Oversees attendance and workplace conduct compliance for ILA-represented colleagues, administering corrective actions, warning notices, and suspensions as necessary to ensure adherence to company policies and labor agreements.
• Conducts research and provides back-up papers in order that all correspondence is provided to the Operations Staff to ensure responses. Follows through to ensure all communications are acted upon and answered in a timely manner.
• Maintains suspense files on pending actions, meetings and reports, and replies to correspondence.
• Answers telephone inquiries, takes messages, and delivers to the appropriate person for action.
• Provides assistance to departments concerning inquiries about statistical data.
• Ensures compliance with all security, safety, and environmental regulations and policies within work area at all times. This includes properly addressing issues through action or reporting issues and concerns to Manager.
• Ability to prepare, maintain, and disseminate accurate documentation while ensuring compliance with organizational formatting standards, policies, and procedures.
• Performs other duties as assigned.
• The Port of Virginia is a 24-hour, 7-day-a-week, 365-day-a-year operation, schedule and location may vary based on the needs of the operation.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

High School diploma or GED equivalent required.

Licenses, Certifications, and Credentials

Valid driver’s license; Transportation Worker Identification Credential

Work Experience

One year of relevant experience required.

Skills

• Customer service skills
• High
• Proactive problem-solving capabilities
• High
• Verbal and written communication skills
• High
• Proficiency in Microsoft Office applications (Outlook, Word, and PowerPoint)
• Intermediate
• Capacity to maintain confidentiality
• High
• Attention to detail
• High
• Organizational skills
• High
• Ability to balance multiple initiatives and competing priorities
• High

Disclosures

The Port of Virginia is an Equal Opportunity Employer and therefore does not discriminate on the basis of age, sex, race, religion, disability or national origin.

Selected applicant must be able to pass a pre-employment background check which may include any of the following: Academic record and verification of education and/or certifications; Employment history; Criminal (local and federal) history; Driving record; drug and alcohol testing, Fit for duty Physical (if applicable), Other records or information related to the candidate's suitability for the position.

Selected applicant must be able to obtain a TWIC (Transportation Workers Identification Card). The Port of Virginia is a 24-hour, 7-day-a-week, 365-day-a-year operation, schedule and location may vary based on the needs of the operation.