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.

 ***MUST HAVE ACCOUNTS PAYABLE EXPERIENCE

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

• Maintain accurate complete documentation of all importing vessels to the West Coast (including manifests, BL's, FDA PN, Commercial Invoices)

• 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.

• Performs various administrative functions, misc. projects/help as needed

Required Skills

JOB SPECIFIC COMPETENCIES (KNOWLEDGE, SKILL AND EXPERIENCE REQUIREMENTS)

• Minimum 2-5 years Administrative Assistant experience and/or general bookkeeping experience
• Knowledge of general accounting and accounts payable procedures preferred
• Strong organizational skills, attention to details and adept critical thinking skills
• Proficiency in Microsoft Office Suite including PowerPoint, Word, and Excel
• Ability to solve problems and work with minimal supervision
• Excellent communication skills, written and verbal as well as interpersonal skills
• Initiative to proactively identify projects and complete tasks
• Ability to multitask, prioritize and meet deadlines
• Open to supporting other departments with special projects as required
• Flexible, diplomatic and works well in a team environment

ROLE COMPETENCIES

+--------------------------------------+--------------------------------------+ | Functional Expertise | Has developed expertise in a variety | | | of work processes.  Works | | | autonomously with established | | | procedures and practices.  | | | Understands importance of discretion | | | and diplomacy.  Ability to properly | | | handle confidential and time | | | sensitive information. | +--------------------------------------+--------------------------------------+ | Business Acumen | Ability to establish skills to | | | perform a range of day-to-day | | | activities | +--------------------------------------+--------------------------------------+ | Problem Solving | Ability to proactively identify and | | | evaluate problems with solutions; | | | respond to issues and inquiries with | | | strong sense of urgency and high | | | level of professionalism | +--------------------------------------+--------------------------------------+ | Leadership | No supervisory responsibilities; | | | manages own work load and provides | | | support to other administrative | | | staff | +--------------------------------------+--------------------------------------+ | Impact | Ability to manage multiple | | | priorities in fast paced | | | environment.  Uses discretion to | | | modify work practices and processes | | | to achieve results and improve | | | efficiency. | +--------------------------------------+--------------------------------------+ | Interpersonal Skills/ Influence | Strong interpersonal skills, ability | | | to work well in a team, and | | | communicate effectively and | | | professionally with senior | | | management, associates, and outside | | | vendors. | | | | | |   | +--------------------------------------+--------------------------------------+

INTERNAL & EXTERNAL RELATIONS

Internal:     DFFI Division, Controller, Sales, Traffic

External:    broker, vendors, various contacts

EDUCATION AND CERTIFICATION

• High School diploma required. Some college with course work in Business Administration, Finance and/or Accounting desired.

EMPLOYEE MANAGEMENT

• N/A

PHYSICAL REQUIREMENTS

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel objects, tools, or controls; talk or hear. The employee must occasionally lift (including overhead) and/or up to 20 lbs.

WORK HOUR REQUIREMENT

• Full-time position of 40 hours per week, 8 hours each day from 8:00 AM to 5:00 PM
• Ability to work overtime as needed

TRAVEL REQUIREMENTS

• N/A

EEO STATEMENT: 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.

Required Experience

JOB SPECIFIC COMPETENCIES (KNOWLEDGE, SKILL AND EXPERIENCE REQUIREMENTS)

• Minimum 2-5 years Administrative Assistant experience and/or general bookkeeping experience
• Knowledge of general accounting and accounts payable procedures preferred
• Strong organizational skills, attention to details and adept critical thinking skills
• Proficiency in Microsoft Office Suite including PowerPoint, Word, and Excel
• Ability to solve problems and work with minimal supervision
• Excellent communication skills, written and verbal as well as interpersonal skills
• Initiative to proactively identify projects and complete tasks
• Ability to multitask, prioritize and meet deadlines
• Open to supporting other departments with special projects as required
• Flexible, diplomatic and works well in a team environment

ROLE COMPETENCIES

+--------------------------------------+--------------------------------------+ | Functional Expertise | Has developed expertise in a variety | | | of work processes.  Works | | | autonomously with established | | | procedures and practices.  | | | Understands importance of discretion | | | and diplomacy.  Ability to properly | | | handle confidential and time | | | sensitive information. | +--------------------------------------+--------------------------------------+ | Business Acumen | Ability to establish skills to | | | perform a range of day-to-day | | | activities | +--------------------------------------+--------------------------------------+ | Problem Solving | Ability to proactively identify and | | | evaluate problems with solutions; | | | respond to issues and inquiries with | | | strong sense of urgency and high | | | level of professionalism | +--------------------------------------+--------------------------------------+ | Leadership | No supervisory responsibilities; | | | manages own work load and provides | | | support to other administrative | | | staff | +--------------------------------------+--------------------------------------+ | Impact | Ability to manage multiple | | | priorities in fast paced | | | environment.  Uses discretion to | | | modify work practices and processes | | | to achieve results and improve | | | efficiency. | +--------------------------------------+--------------------------------------+ | Interpersonal Skills/ Influence | Strong interpersonal skills, ability | | | to work well in a team, and | | | communicate effectively and | | | professionally with senior | | | management, associates, and outside | | | vendors. | | | | | |   | +--------------------------------------+--------------------------------------+

INTERNAL & EXTERNAL RELATIONS

Internal:     DFFI Division, Controller, Sales, Traffic

External:    broker, vendors, various contacts

EDUCATION AND CERTIFICATION

• High School diploma required. Some college with course work in Business Administration, Finance and/or Accounting desired.

EMPLOYEE MANAGEMENT

• N/A

PHYSICAL REQUIREMENTS

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel objects, tools, or controls; talk or hear. The employee must occasionally lift (including overhead) and/or up to 20 lbs.

WORK HOUR REQUIREMENT

• Full-time position of 40 hours per week, 8 hours each day from 8:00 AM to 5:00 PM
• Ability to work overtime as needed

TRAVEL REQUIREMENTS

• N/A

EEO STATEMENT: 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.