Operations & Engineering Assistant


Operations & Engineering Assistant


The Steamship Authority is currently seeking to fill the full-time, permanent position of Operations & Engineering Assistant located at the Steamship Authority's administrative office building in Falmouth.  This position provides support to the Marine Operations department and also assists Engineering and Maintenance Managers, Port Captains, and Director of Shoreside Operations 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 and facilitating department credit card orders, maintaining department contact lists, and assisting in 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 invoice data and distribution of incoming and outgoing department mail.

* Works with Engineering & Maintenance Clerk to update contact database for invoice mapping and NAV vendor cards.

* Assists in developing memoranda, meeting agendas, PowerPoint presentations as needed.

* Creates and manages Excel workbooks to maintain annual Operational and Capital budgets, track department vacation and time off and other database reports as directed.

* Partner with Human Resources to track all required certificates and class rosters to ensure all updated certifications and licenses are maintained via TAG database.

* Processes and organizes invoices and change orders for materials and services for contracts and capital projects via purchasing and work order databases.

* Performs data entry to assist in the preparation of reports in 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, logging data where required for 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.

Required Knowledge:

* Requires extensive data entry skills.

* Experience with CMMS software a plus.

* Proficient in use of Microsoft Office, especially Excel, Word 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