Administrative Assistant

Posted:

Administrative Assistant

 

The Steamship Authority is currently seeking to fill the full-time, permanent position of Administrative Assistant located at the Steamship Authority's administrative office building in Falmouth.  This position serves as the Administrative Assistant to the Marine Operations and Shoreside Operations departments.  This position also assists Engineering and Maintenance Managers and Port Captains with day-to-day tasks, all administrative duties of the department and facilitates communication between the departments, employees and vendors.  To be successful in this role, you should be well organized, able to prioritize tasks in a fast-paced environment and be able to work with little direction.

Duties and Responsibilities:

* Generally responsible for all administrative functions including:  organizing and maintaining an electronic filing system for shared department use, ordering office supplies, maintaining department contact lists, and assisting and receiving and directing calls for the department.

* Reconciles department expense reports and uniform request forms against union contracts.

* Performs back-up duties to the Engineering and Maintenance Administrator when needed, including processing of labor reporting and invoices and managing incoming department mail.

*  Assists in the development of memoranda, meeting agendas, PowerPoint presentations, project files, Operational and Capital budgets and reports to track and manage department time off as directed.

* Partner with Human Resources to track all required certificates and class rosters to ensure all updated certifications for vessel and maintenance employees are maintained.

* Processes and organizes invoices and change orders for materials and services for contracts and capital projects and department credit card purchases.

* Performs data entry in NAV and TAG to assist in the preparation of reports required for planning, scheduling and tracking of labor and costs associated with contracts and capital projects.

* Organizes and maintains files for daily vessel logs, performing data entry as necessary for trip sheets, master turnover notes and cancellation reports.

* Organizes and maintains environmental and regulatory reports, including hazardous waste manifests, Fairhaven SWPPP regulatory forms, vessel COIs, USCG 835s and USCG correspondence.

* Assists in verification and maintenance of department employee qualifications via LMS.

* Performs other duties as assigned by supervisor.

* On Time Performance Reports, filing, proofing, Terminal Turnover notes, vacation slips for Shoreside Operations.

Required Knowledge:

* Requires extensive data entry skills.  Experience with Microsoft Navision and TAG a plus.

* Proficient in use of Microsoft Office, especially Word, Excel and PowerPoint.

* Excellent verbal and written communication skills.

* Must possess good organizations skills.

* Associates Degree or equivalent in experience required.

Competative salary and fringe benefit package.  Interested parties may submit a letter of interest and resume to HR@steamshipauthority.com or by mailing a resume to:

Human Resources Office

Steamship Authority

228 Palmer Avenue

Falmouth, MA 02540

EOE