Administrative Assistant

Location US-WA-Seattle
Company Northland Services
Class
Regular Full-Time

Overview

As an Administrative Assistant you will support the administrative functions as they pertain to Northland Services Inc operations for Seattle Terminal 115 (Y5).

 

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following and may be performed personally or through others. Other duties may be assigned.

  • IBU casual hour tracking and updating weekly.
  • Time card up keep on a daily basis.
  • Temp hour tracking and updating in HRIS software.
  • Manage the temp labor punches to insure accuracy.
  • Assist with daily terminal crew list posting and hot line updates as well as checking call ins hot line.
  • Employee attendance tracking and reporting.
  • Invoicing for terminal use projects.
  • Manage terminal and office supply inventory and ordering.
  • Freight Expediting- Calling/communicating with customers of Hawaii/Central/Westward regions regarding incoming freight shipments and updating reporting for operational use.
  • TWIC card new hire issuing and tracking of expiration dates of current employees.
  • Issuance and maintenance of clickers and access swipe cards.
  • Pull BOL's for containers in questing during CG inspections.
  • Direct customer email requests Northland receives to the correct AML sales department.
  • Maintain records of training and certification.
  • Personnel file management.

Qualifications

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 and physical demands in the work environment.

 

EDUCATION and/or EXPERIENCE
High School Education or G.E.D or equivalent and a minimum of 2 years related experience. Knowledge of current customers, requirements and processes is preferred.

 

LANGUAGE SKILLS
Ability to read, analyze, and interpret documents such as tariffs, procedural manuals and employee and safety handbooks.  Ability to write and communicate clearly and be understood. Ability to effectively present information and respond to questions from groups of managers, customers, employees, and service partners and the general public.

 

CERTIFICATES, LICENSES, AND REGISTRATIONS:
Must be able to apply and be issued a TWIC (Transportation Workers Identification Card).

 

MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

 

REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to apply common sense understanding to fulfill job duties with limited or detailed written or oral instructions.

 

OTHER SKILLS AND ABILITIES

  • Ability to meet a flexible work schedule based on the needs of the Company
  • Ability and willingness to work overtime as required.
  • Ability to plan, organize and prioritize work to meet schedules/deadlines.
  • Regular attendance and timeliness are essential functions of this position.  Daily physical presence is required.
  • Ability to work alone or as part of a team with minimal supervision.
  • Must be flexible and adaptive to constant changes and be able to work in a high stress, fast paced environment.
  • PC skills required:  Windows, Excel, Outlook, keyboarding proficiency.  Ability to learn in- house software.
  • Keyboard and ten key by touch.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is regularly required to talk, hear and speak while communicating with employees and customers either in person or using telephones or radios.  While performing the duties of this job, the employee must be able to handle a variety of physical activity from sitting to standing, walking and occasional lifting from 10 to 25 pounds.

 

Employee must be able to use eyes, hands and fingers to keyboard, operate phones, fax and other office machinery.  The employee must occasionally kneel and stretch.  The employee must possess close, distance, and depth perception.

 

The employee needs the ability to work in a constant state of alertness and in a safe manner.

 

WORK ENVIRONMENT
The work environment is in person at our terminal this position requires the ability to be on site to perform the task efficiently.

 

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 moderate in the office to very loud in the barge operation.  Dress requirements in some locations are required for safety reasons and are not optional.

 

The hours of work will be Monday through Friday 7am to 3:30pm with a 30 minute lunch break. This can be adjusted on a situational basis due to the need to communicate with customers in other time zones.

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