Bulk Terminal Administrative Assistant

Hiring Range: $43,284.80 -$54,993.12/Year. It is anticipated that the hiring rate offered will be +/- the midpoint range depending on qualifications.

Port Corpus Christi Authority (PCCA) is currently seeking a dynamic professional to join our team! This position will coordinate office operations covering a broad range of functions including but not limited to, processing procurement documentation of maintenance parts, materials and supplies, and compiling and maintaining records of business transactions and office activities of the Bulk Terminal, while providing support to the Bulk Terminal Manager.

ESSENTIAL FUNCTIONS

• Completes records, reports, and technical data entries, as well as other related tasks upon request, to support departmental compliance
• Prepares, reviews, and maintains reports, letters, and other materials in both draft and final format, including records required for the Environmental Management System
• Maintains records of vessels and jobs worked, prepares crane and downtime reports for processing, and manages inventory of office, safety, and other supplies required for Bulk Terminal operations
• Notifies Terminal Manager, Group Supervisor, safety, and environmental personnel, utilizing established internal notification protocols of safety and environmental compliance issues and results of corrective actions or issues resolution as required
• Supports management by assisting with the creation of standard operating procedures (SOPs) to create and maintain a safe and productive work environment while still abiding by company policies
• Supports management in understanding compliance issues and identification of necessary actions through communications while ensuring compliance with environmental policy
• Completes weekly dust control report to be sent to all terminal operators
• Relays instructions and information given by management to personnel regarding required training
• Supports safety and environmental policy by assisting in identifying relevant topics and participating in daily/weekly/monthly safety and/or environmental meetings with Bulk Terminal personnel which is required by the Safety Action Plan and Air Permit
• Supports and assists management by communicating specific requirements to contractors and customers and helps maintain effective relations with Bulk Terminal tenants and operators. The appropriate department staff directs communications on safety and environmental communications.
• Uses NeoGov to maintain accurate and complete records regarding training (i.e., equipment, policy/procedure) as directed and can provide reports as requested
• Audits timesheets for accuracy and ensures all timesheets are submitted in a timely manner
• Supports Emergency Management with all Bulk Terminal Operations emergency response planning and drills
• Serves as an internal auditor for the EMS internal audit program
• Performs operational compliance tasks and conducts work in a professional and confident manner, maintaining the integrity of the PCCA
• Works collaboratively with the Safety Department preparing and submitting any necessary paperwork pertaining to the Port safety program
• Works directly with the accounting department providing purchase order information and purchase account coding
• Initiates purchase order information research, sets up accounts as requested and keeps purchase order requests of accounts utilizing appropriate electronic requisitioning system
• Works with other departments and vendors ensuring proper documentation is received
• Assists management in general administrative duties as assigned including, but not limited to scheduling appointments, answering incoming calls, taking and relaying messages for department personnel
• CPR certified or the ability to become CPR certified within the first year of employment
• Tier 3 status designation 

• High school diploma or equivalent
• Minimum two years formal education from an accredited college or university preferred 
• Ability to obtain and retain instruction/information
• Ability to obtain and maintain a Transportation Worker Identification Credential (TWIC) during course of employment 
• Valid driver’s license

• Proven proficiency in speaking, reading and understanding English
• Minimum of four years of experience and/or training; or acceptable equivalent experience in relation to the areas or duties outlined
• Experience in creating routine drafted reports and speaking effectively before employees
• Experience exercising considerable judgment to operate and maintain equipment safely and efficiently
• Strong ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals

• Exceptional mathematical skills
• Ability to understand, interpret, and apply all PCCA policies, promote and adhere to the SEAPORT values, state/federal laws
• Proficiency in MS Office, including Word and Excel, Outlook and other related applications with a typing speed of 45wpm.
• Maintain good employee relations and encourages and fosters a helpful environment where teamwork prevails. Assists senior management and office staff where appropriate

• Ability to perform essential job functions, including but not limited to frequent standing, walking, sitting, speaking or hearing, typing and occasional reaching, stooping, kneeling, lifting and/or moving up to 20 pounds with or without reasonable accommodation 
• Must be able to walk and stand on level and/or inclined, climb stairs, ramps, ladders and work stands. Must be able to crouch, crawl, grasp/handle objects, use finger dexterity, bend elbow/knee and reach above/below shoulders
• Ability to work in a general office environment, with some exposure to the elements when visiting worksites (moderate noise levels and moving mechanical parts are present). When visiting worksites, ability to wear personnel protective equipment, including hard hat, steel-toed footwear, eye and hearing protection when performing work functions
• Ability to operate light-weight highway vehicles and standard office equipment and to work the requisite hours to fulfill position objectives, including evenings and/or weekends, as needed