Administrative Assistant

SECTION A

• DESCRIPTION

SECTION B

• GENERAL

DUTIES AND AUTHORITY POSITION

Administrative Assistant

REPORTS TO

Hired by the Sabine Pass Port Authority Port Director. Reports to the Office Manager in a direct supervisory capacity.

LOCATION

Sabine Pass Port Authority Travel as needed to fulfill duties and responsibilities of the position

POSITION OBJECTIVE

The Administrative Assistant provides clerical and administrative support to the Office Manager and assists with the daily operations of the Port. The Administrative Assistant supports activities across Human Resources, Accounting/Finance, Port Operations, Port Administration, and Security as directed by the Office Manager and any additional duties authorized by the Port Director.

RELATIONSHIPS

Hired by the Port Director. Reports to and is accountable to the Office Manager in a direct supervisory capacity and, by extension, the Port Director and the Sabine Pass Port Authority Commission. The Administrative Assistant serves at the pleasure of the Port Director within the context of any contractual and/or policy related to the position. The Administrative Assistant supports the Office Manager as a clerical and administrative support capacity necessary to the effective and efficient execution of administrative elements of the Port.

DELEGATED AUTHORITY

As needed to accomplish clerical and administrative aspects of Port operations within the context of assigned duties and under the direction of the Office Manager.

DIRECT REPORTS

None, unless otherwise assigned by the Port Director with the approval of the Commission.

SECTION C

• KEY

TASKS AND RESPONSIBILITIES ACCOUNTING/FINANCE SUPPORT

Bookkeeping Support

• The Administrative Assistant supports the Office Manager with accurate entry, coding, and tracking of financial transactions throughout the fiscal year, ensuring all transactions are categorized to the appropriate budgeted elements and ready for monthly reconciliation. Accounts Receivable
• Assist with the receipt, recording, and tracking of payments due and payable to the Port. This includes invoice preparation, deposit preparation, and customer service follow-up on outstanding receivables under the direction of the Office Manager. Accounts Payable
• Assist with intake, verification, coding, and routing of vendor invoices and other amounts due and payable by the Port. This includes maintaining supporting documentation and assisting with payment processing. Payroll Support
• Assist the Office Manager with timekeeping records, payroll preparation, and related documentation. Maintain confidentiality of all payroll information. Stewardship
• A working understanding of basic accounting principles and public budgeting concepts is expected.

Successful financial operations are founded in stewardship of public and proprietary funds and decision-making, requiring accuracy, attention to detail, and discretion at all times.

ADMINISTRATION

Scheduling and Correspondence

• Provide scheduling, calendar, correspondence, and document preparation support for the Office Manager and, as directed, the Port Director. Notices and Correspondence
• Assist with the transmission and receipt of public, Port, and Commission correspondence, including meeting notices, agendas, reports, and filings as necessary or as directed by the Office Manager. Meetings
• Prepare meeting materials and agendas, assist with posting of public meeting notices in compliance with applicable law, and assist with taking and circulating meeting minutes as directed. Leases and Vendor Documentation
• Assist the Office Manager in preparing, organizing, and maintaining Port lease agreements, vendor contracts, and service/product agreements consistent with policy and Commission resolutions. Elections
• Assist the Office Manager with preparation of, notices for, and conduct of Port elections in cooperation with the Jefferson County Clerk's office, third-party partners, and others as directed. Records
• Assist with maintenance of all official Port records in accordance with the records retention policy. Files shall be maintained in a central area and organized for ease of access by approved employees. Mail and Deliveries
• Handle incoming and outgoing mail, packages, and deliveries; route to appropriate parties promptly. Data Entry and Reporting
• Perform data entry, recordkeeping, and assist with the preparation of internal and external reports as requested.

HUMAN RESOURCES

Records

• Assist the Office Manager with maintenance of employee files. Confidentiality and integrity are essential to this role; the Administrative Assistant shall handle all personnel information in accordance with SPPA policy and applicable law. Onboarding Support
• Assist with onboarding paperwork, new-hire documentation, and general HR-related administrative tasks under the direction of the Office Manager. HR General
• Support the Office Manager and supervisors with administration of the SPPA Employee Handbook, including distribution of policy materials and acknowledgements as directed.

CUSTOMER SERVICE

The Administrative Assistant is often the first point of contact for visitors, customers, vendors, and the public. Friendly, efficient, responsive, and respectful communications are expected at all times. The Administrative Assistant shall answer and direct phone calls, emails, and in-person inquiries in a professional manner. OFFICE Assist with the general upkeep of the office facility. Coordinate office supplies inventory, process requisitions, and assist with maintenance of office equipment so that the office is consistently stocked and operational. OTHER Maintain confidentiality of all sensitive information at all times. Perform other clerical and administrative duties as assigned by the Office Manager to support Port operations.

SECTION D

• SKILLS, ATTRIBUTES & QUALIFICATIONS

REQUIRED SKILLS

Strong written and verbal communication skills commensurate with a professional administrative support role. Must be able to communicate effectively on accounting, budget, human resources, and general office matters. Working comprehension of basic bookkeeping methodology and principles at an entry-to-intermediate level. Working comprehension of public budgeting concepts. Demonstrable ability to support administrative employees and vendors related to accounting and finance operations at SPPA. Awareness of basic tax, regulatory, and legal policy affecting SPPA operations and policy, sufficient to route matters appropriately. Excellent time management skills and accuracy of data entry and reporting. Demonstrable record of integrity and ethical decision-making. Clear balance and grasp of a "people-friendly" approach to customer service and vendor relations. Strong organizational skills, attention to detail, and the ability to manage multiple tasks and priorities in a fast-paced environment.

DESIRED ATTRIBUTES

Proactive, Team Player, Problem Solver, Mutual Respect, Optimism, Courteous, Fair, Excellent Judgement and Objectivity, Steady, Creative, Self-motivated, Analytical, Ethical

QUALIFICATIONS

High school diploma or equivalent required; associate's degree in business administration, accounting, office administration, or related field preferred. Two (2) or more years of administrative or clerical experience required, with experience in a government, maritime, or industrial environment a plus. Experience supporting bookkeeping for public entities preferred. Able to successfully perform on and off site. Available outside of business hours as needed by circumstances, including weekends. Able to physically perform independent travel. Proficient in digital spreadsheet, word processor, and presentation software (Microsoft Office Suite — Word, Excel, Outlook, PowerPoint). Familiarity with accounting software a plus. Working understanding of site computing infrastructure and operations. Ability to sit for extended periods, occasional lifting of office supplies up to 25 lbs, and routine use of standard office equipment. Subject to satisfactory criminal background, credit, and reference evaluation.

PAY & BENEFITS

Salary will be commensurate with demonstrated experience, knowledge, and ability. The Port will negotiate according to the strength of the candidate and consensus that the candidate is the best fit to accomplishing its goals. Participation in SPPA Health and Benefits Insurance Program Participation in Texas County & District Retirement System (TCDRS) Paid Time Off consistent with scales approved in Employee Handbook.

Pay:

$40,000.00

• $50,000.

00 per year

Benefits:

401(k) Dental insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person