Administrative Assistant

Job Summary

Employee in this classification is responsible for assisting the Administration Manager and will perform secretarial duties, record keeping and administrative detail and follow-up functions. This employee is responsible for performing specialized duties and varied administrative tasks which require the incumbent to possess technical, research skills, and administrative experience. This employee must be well organized, have excellent secretarial skills and be able to have a good working relationship with management, staff and the public.

The following statements are intended to describe the general nature and level of work performed by this incumbent. They are not intended to be an exhaustive list of all responsibilities, duties and skills required.

Job Responsibilities

• Operate in executive’s full confidence and assures discrete handling of confidential files and other business.
• Assists Port Director, Deputy Port Director, Commissioners, Administration Manager and staff members with transcribing, typing, translation, and scheduling travel as required.
• Assist in the preparation of the agendas and packets for the Board of Commissioners’ meetings.
• Communicates effectively with other departments
• Prepare purchase requisitions as needed
• Maintains files, sorts incoming mail and documents for the Port Director’s Office.
• Prepare and/or edit correspondence, communications, presentations and other documents
• Maintain files assuring proper handling of confidential materials, port-related news, historical archives, creation of on-screen presentations, as requested, using PowerPoint
• Order, maintain, distribute port promotional items for Port Director’s Office and Commissioners
• Arranges, participates in, and implements, as directed, conferences and meetings; and schedules appointments for executive staff as required.
• Runs departmental errands such as obtaining signatures for department documents and making departmental deliveries
• Back-up for Reception area duties as needed
• Not inclusive list of duties, performs other duties as assigned

Minimum Qualifications

• At least a High School graduate or equivalent supplemented by business-college courses in business or secretarial subjects required.
• Three years’ experience in executive secretarial work supporting executive staff or an equivalent combination of related training and experience in management-oriented positions is required.
• Able to follow assigned tasks to completion with a minimum of direct supervision.
• Must be able to organize work, set priorities, meet critical deadlines, and follow-up on assignments with a minimum of direction.
• Must be able to do research, compile and summarize a variety of informational and statically data and materials.
• Must be competent in the use of Microsoft Office and must be able to adapt to modern technology as needed.
• Must have knowledge of office terminology and procedures.
• Ability to maintain established records and files.
• Ability to work in coordination with other employees on a common project.
• Ability to exercise good judgment in the making of minor decisions in accordance with rules, policies, procedures, and laws.
• Ability to understand and follow oral and written instructions.
• Proficiency in the English and Spanish languages, both written and oral.
• Ability to analyze assignments to assess the final goal and to determine the best method of reaching that goal.
• Knowledge of rules, regulations, and policies of Port of Brownsville.
• Possess a general understanding and familiarity with Port, city, state, and federal officials.

Preferred Qualifications

• Three to Five years’ experience in executive secretarial work supporting executive staff or an equivalent combination of related training and experience in management-oriented positions is required.
• Bilingual (English / Spanish)

Work Conditions & Physical Demands

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Work involves continuous use of a computer terminal.
• Work requires light physical effort such as stooping and bending, and occasional lifting of lightweight objects (up to twenty-five pounds).
• Work requires extended periods of sitting (up to two continuous hours and up to 8 hours in a day)
• Work occasionally requires periods of walking out-of-doors, in dusty locations and in the presence of heavy equipment for periods of up to 6 hours per day.
• Work occasionally requires driving in an environment that contains heavy equipment in operation.
• Work may require extended periods of standing (up to two continuous hours and up to 6 hours in a day)
• Occasional work outside of normal working hours may be required.

Additional Requirements

• Valid Texas Motor Vehicle Operator’s License.
• Must possess, or be able to obtain, a valid Transportation Worker Identification Credential (TWIC).
• Selected candidate must pass a post-employment offer, drug screening and background investigation to be hired for this position.

The above duties may not be performed in every position with this job title and the above functions may not include all related duties that might be performed.