Administrative Assistant – Floater (Temporary)

Starting rate : $17 per hour

Temporary assignment : Lasting approximately 3-6 months, depending on business needs.

POSITION SUMMARY : This position involves the responsibility of performing administrative functions that provide support to the department assigned to.

Candidate will work in different departments as needed and assigned by the Human Resources personnel. Will also provide assistance to the manager of the department assigned to in carrying out general office functions that are routine in nature and are performed in accordance with general work instructions and established office practices, procedures and precedents.

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. GEOGRAPHIC REGION : Please note applications out of the geographic region for position applied will not be considered. QUALIFICATIONS : Required

• One (1) year minimum experience working as an Administrative Assistant in a fast-paced office environment.
• Thorough knowledge of offices practices, procedures and proper usage of office equipment.
• High School diploma or equivalent.
• Intermediate computer skills in programs such as MS Word, Excel and Outlook.
• Advanced communication skills in English.
• Intermediate communication skills in Spanish.
• Well-developed interpersonal skills.
• Strong time management and organizational skills.
• Ability to communicate (read and write) effectively in a business environment.
• Ability to handle multiple phone lines.
• Ability to perform and prioritize a variety of administrative assignments with minimal supervision.
• Ability to work extended hours, holidays and / or weekends.
• Ability to meet and deal effectively with the customers, executives and the general public.
• Ability to follow procedures and instructions.
• Must have or be able to obtain a TWIC card within 30 days of employment.

Preferred

• Some college education.
• Knowledge of bookkeeping and / or basic accounting.
• Experience in PowerPoint systems and SharePoint.

DUTIES AND RESPONSIBILITIES : Primary

• Assist in administrative projects as assigned.
• Prepares reports requested by the department manager, where information may be obtained from a variety of sources.
• Type letters and memoranda with supervisor’s guidance. Obtains necessary signatures and routes appropriately.
• Performs scanning and filing of documents (soft / electronic copies and physical copies).
• Produces invoices for the transportation department.
• Produces photocopies and operates fax machine as required by supervisor and follows up with contacting party to assure receipt of such.
• Receives and opens correspondence for the department manager.
• Answers all incoming telephone calls for the department manager and directs them as necessary. Delivers messages as necessary.
• Receives and screens all office visitors for department manager.
• Arranges meetings and conferences for department manager as instructed.
• Updates departmental filing system as needed.
• Prepares and submits purchase requests for supplies needed by the department. Follows up to assure that supplies ordered are received in a timely manner.
• Calls Purchasing Assistant when service calls are needed for office machines and building problems that need repair. Follows up in assuring issues are addressed in a timely manner.
• Prepares courier packages and airway bills when packages and documents need to be delivered.

Secondary

• Proofreads documents for grammar edits.
• Works on service contracts in commercial divisions when assigned. Prepares contracts in MS Word format and enters information into tariff / rate system for subsequent retrieval from pricing personnel.
• Perform additional duties as assigned.

PHYSICAL REQUIREMENTS :

• While performing the duties of this job, the employee is regularly required to sit and use his / her fingers.
• The employee frequently is required to talk and / or hear.
• The employee is continuously required to sit.
• The employee is occasionally required to stand and walk.
• The employee must occasionally lift and / or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

SAFETY REQUIREMENTS :

• Report safety hazards
• Immediately report incidents involving injury, illness, or property damage
• Wear protective PPE (Personal Protective Equipment) as instructed or necessary
• Comply with all company safety policies, procedures, and rules
• Refuse any unsafe task or operation
• Participate in safety meetings and training
• Be constantly aware of their personal safety and that of their coworkers

SUPERVISION RECEIVED AND EXERCISED : Reports directly to the HR Assistant Manager and Department Manager of department assigned to.

May provide assistance to other employees within the department in the performance of clerical duties. Does not exercise supervision over any position. CONDITIONS :

Indoors office, controlled temperature environment.

The noise level in the work environment is usually busy due to open areas and telephones.

Benefits of Seaboard Marine USA

At Seaboard Marine, we take pride in providing our employees a healthy work environment that empowers them to stay inquisitive, be authentic, and balance work goals with life goals.

Prioritize your health. Our first-class benefits packages offer comprehensive medical, dental, and vision plans. Take advantage of annual on-site health screenings, fitness programs, and office ergonomic resources.

Achieve financial goals. Meet with investment advisers for a personal session to discuss your 401k, retirement plans, and other flexible spending accounts.

Rest and recharge. Enjoy access to responsible PTO effective the day you’re hired as well as flexible paid holidays throughout the year.

Join a family. We’ve accomplished amazing things over our 39 year history through leveraging the diversity of skills, experiences and backgrounds of our employees.

As a part of our family, you will be joining one of the most respected leaders in ocean transportation in the Western Hemisphere.