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Administrative Assistant II- Operations

Department: Operations
Location: Seattle, WA

Vigor Values

Vigor expects all employees to enhance the atmosphere in which they work by living the Vigor Values every day.

Truth: We seek the truth, and we speak the truth
Responsibility:
 We act on what we know is right
Evolution
: We seek mastery, and adapt to a changing world
Love:
 We care about the people we work with, and the world we live in

POSITION SUMMARY: 

This position is responsible for a wide variety of responsible and complex administrative work to assure the efficient and effective accomplishment of organizational goals for the respective department. It will also coordinate administrative assignments across the organization including balancing workloads, assuring adequate support coverage and time off for administrative assistants and clerical support employees.

 

ESSENTIAL FUNCTIONS AND MAJOR RESPONSIBILITIES: (This list is not intended to detail all aspects of the assigned work but is representative of the job’s overall responsibilities.)

  1. Performs a wide variety of advanced administrative work including the maintenance of detailed records, verifying accuracy of information, researching discrepancies, and recording information. 
  2. Word processes and proofreads a variety of documents including general correspondence, reports, and statistical charts from rough drafts or verbal instructions; independently composes correspondence and memos; compiles, formats and analyzes data from various data sources and prepares reports and conclusions.  
  3. Compiles information and data for numeric and financial reports; establishes and maintains recordkeeping and filing systems; maintains a variety of statistical records using various databases; checks and tabulates statistical data; reviews, computes, and corrects data requiring analysis and coordination of several data sources and interpretation of policy. 
  4. Coordinates details and facilitates the organization of multiple projects; maintains calendars and schedules of activities, meetings and various events; assists with a variety of duties such as training on systems, procedures and operations with other staff, departments and potentially customers. 
  5. Provides day to day guidance to assigned administrative support employees; prioritizes and coordinates work assignments; recommends procedural improvements; assures adequate administrative coverage for special projects and for vacations or other absences; coordinates time off requests with managers and administrative employees; works as a team with others at both the administrative and the manager level.  
  6. Orders and maintains office supplies; prepares and revises various operating procedures; develops and revises office forms and report formats as well as report preparation procedures. 
  7. Plans and coordinates logistics for events, including travel arrangements, conferences, meetings and other related activities 
  8. Performs related administrative functions such as answering phones, emails and providing information; taking minutes, filing, copying and delivering documents.
  9. More specific tasks and activities will be determined by the assigned department and/or project.
  10. Provide back-up administrative support for senior level executives.
  11. Projects and job tasks may be location, department and manager specific. The job duties will be outlined accordingly within the scope and specification of this position.

 

JOB SCOPE:  

This job is performed with considerable flexibility for initiating improvements and exercising independent decision making within the assigned work area. The position is expected to adhere to established procedures as they may be required when handling cross functional activities, such as processing accounting documents. Independent judgment is used in scheduling and accomplishing work, handling conflicts and analyzing alternatives and maintaining recordkeeping systems. The work is performed with limited supervision and necessitates the coordination of priorities and schedules of a number of other administrative employees. The individual may be involved in resolving conflicts between employees.

 

SUPERVISORY RESPONSIBILITY:         None  

 

INTERPERSONAL CONTACTS:  

The position is expected to interact with employees at all levels throughout the company as well as with customers, the public and others encountered in the course of the work.

 

KNOWLEDGE SKILLS AND ABILITIES:

 

EDUCATION AND/OR EXPERIENCE:

High School Diploma or GED Certificate is required. Associate’s Degree in business or other field related to the assigned department is preferred. Completion of specialized administrative training at a community college or trade school 

 

Minimum five (5) years of experience in providing administrative support work and demonstrated knowledge of office procedures and practices is required. Combinations of the experience and training that would provide the knowledge and skills required will be considered.

 

CERTIFICATES, LICENSES AND REGISTRATIONS: None required.

 

PHYSICAL DEMANDS:

Work is conducted in a dynamic, fast-paced office setting with moderate to loud noise levels from production activity in the shipyard. There may be times where the individual will be in production areas in yard and onboard ships. The incumbent must be able to walk to and from job sites. Also, the person may be required to work more than 8-hour shifts and weekend work. On occasions the incumbent may be required to lift up to 20 pounds. There may be the need to travel locally up to 10% of the time and/or out-of-town (including air travel) up to 5% of the time with notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


WORK ENVIRONMENT:

While in production areas, the individual will be exposed to all weather conditions, noise, dusts and odors. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Vigor and its wholly owned subsidiaries provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veterans, age, disability or genetics. In addition to federal law requirements, Vigor complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, benefits, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.