Administrative Assistant

Administrative Assistant

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Category
Agriculture Field Ops

All Locations
Port of San Diego, 850 Water Street, San Diego, California

Position Type
Full-Time/Regular

Tracking Code
2718-990

GENERAL DESCRIPTION / PRIMARY PURPOSE:

Perform and assist with various administrative duties for the terminal, compiling and elaborating the required information, in order to comply and assist with the terminal activities.

MAJOR RESPONSIBILITIES AND TASKS/DUTIES OF THE POSITION:

Compile and reconcile vessel documentation, coordinating and distributing third party information, auditing vessel files to ensure accuracy.

Receive, prepare/review all invoices for accuracy, collecting proper approvals, coding for A/P entry, and routing/entering invoices for payment in A/P system ensuring timely payments

Coordinate office maintenance, repair and janitorial services, in order to comply with the requirements. Oversee vendor contracts (ie. copier, water delivery, coffee delivery, hotel, etc.) and maintain office inventory supplies

Assist in budget preparation and presentation, compiling the required the information.

Arrange for domestic travel and scheduling/coordinating meetings both on and off site.

Maintain current insurance certificates for all vendors and stevedore.

Maintain terminal assets/disposal for state/county property in order to share the information for tax reporting purposes.

6. INTERNAL RELATIONS

6.1 WITH WHOM:

6.2 WHAT FOR:

Terminal employees, Corporate departments

Channel terminal requirements.

7. EXTERNAL RELATIONS

7.1 WITH WHOM:

7.2 WHAT FOR:

Supply vendors; City and State officials; Contractors

Channel terminal requirements.

Required Skills
CORE COMPETENCIES:

Strong attention to detail

Adapting to change

Analyzing information

Teamwork

Able to work independently

WORK HOUR & TRAVEL REQUIREMENTS:

Availability to work overtime, weekends, rotating shifts preferred/required.

May travel but not often.

PAY RATE: $21.63-$24/hr

Required Experience
EDUCATION & CERTIFICATION:

1-2 years of experience

Highschool preferred

EEO STATEMENT: We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.