Administrative Assistant II

Who We Are

Vigor is a values-driven, diversified industrial business operating in six locations with 1,800 people in Oregon, Washington, and Alaska. Built around a collection of powerful, unique assets and differentiated capabilities, Vigor excels at specialized shipbuilding and ship repair, supporting both commercial customers and our national defense. With deep respect for people and the planet, Vigor strives to be a positive, regenerative force for good – environmentally, in the lives of its employees and in the community. Vigor … Industrial Evolution. For more information, visit vigor.net.

POSITION SUMMARY:

This position is designed to provide direct administrative support to the respective department and to facilitate the smooth accomplishment of work through timely record keeping, file maintenance and other related tasks.

ESSENTIAL FUNCTIONS AND MAJOR RESPONSIBILITIES:

(This list is not intended to detail all aspects of the assigned work but is representative of the job’s overall responsibilities.)

• Reception area management; serving as the first point of contact for clients, guests and employees, answering phone calls, mail sorting and distribution, directing inquires and maintaining a tidy office space.
• Perform monthly travel credit card reconciliations to ensure transactions are accurately recorded in the financial system (Certify).
• Assists with conference room reservations and readiness to determine that the rooms are equipped with proper materials.
• Provides administrative support to the Executive Assistant which includes executive team interaction, calendar/meeting management and serves as back-up in their absence.
• Operates as Safety and Public Affairs Directors’ assistant which includes calendar management, travel arrangements, internal website management, credit card reconciliations, document/policy formatting and distribution, ordering marketing materials and various other organizational support to ensure smooth departmental operations.
• Responsible for organizing annual company bbq inclusive of budget management, event logistics, promotion and vendor management.
• Overseeing the process of sourcing, purchasing, storing, and distributing company branded merchandise for employees, clients and events.

JOB SCOPE:

This job is performed within established procedures using a variety of computer applications and office equipment. The work consists of fairly standard procedures and tasks where basic analytical ability is required. The position follows established guidelines with limited authority to deviate. The incumbent typically receives more frequent supervisory direction. Decisions are typically limited to responding to narrow scope questions, conducting simple research into data readily found. The position reports to the Department Manager or other Designee.

SUPERVISORY RESPONSIBILITY: None.

INTERPERSONAL CONTACTS:

The Administrative Assistant coordinates his/her efforts and interacts with a variety of employees, ranging from hourly craft to managers depending on the assigned department. The communications are of a non-complex nature.

KNOWLEDGE SKILLS AND ABILITIES:

• Excellent interpersonal and communication skills, both oral and written for constant interaction with all departments and employee levels and outside customers.
• Must have the analytical ability to research problem areas and special requests.
• Must have ability to use PC and software applications such as MS Office and data base programs.
• Excellent organizational skills.
• Ability to exercise sound judgment, work well independently, prioritize duties and follow through tasks to completion.
• Knowledgeable of principles and techniques of modern office procedures, business letter writing, record-keeping, bookkeeping and reporting processes.
• Must be able to handle competing priorities and deadlines effectively and respond well to last minute, high priority, and time sensitive projects.
• Must be willing to take initiative.
• Possess the ability to quickly learn processes, procedures and applications utilized in performing the job responsibilities.
• Possess the ability to quickly learn processes, procedures and applications utilized in performing the job responsibilities.
• Knowledgeable of the proper usage of English, spelling, grammar and punctuation.

EDUCATION AND/OR EXPERIENCE:

• High School Diploma or GED Certificate is required.
• Associate’s Degree in business or other field related to the assigned department is preferred.
• Minimum of two (2) years of experience in providing administrative support work and demonstrated knowledge of office procedures and practices is required.

CERTIFICATES, LICENSES AND REGISTRATIONS: None required.

PHYSICAL DEMANDS:

Work is conducted in a dynamic, fast-paced office setting with moderate to loud noise levels from production activity in the shipyard. There may be times where the individual will be in production areas in yard and onboard ships. The incumbent must be able to walk to and from job sites. Also, the person may be required to work more than 8-hour shifts and weekend work. On occasions the incumbent may be required to lift up to 20 pounds. There may be the need to travel locally up to 10% of the time and/or out-of-town (including air travel) up to 5% of the time with notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

While in production areas, the individual will be exposed to all weather conditions, noise, dusts and odors. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This role is with a federally contracted employer and is subject to regulations that restrict employment to US Persons only (i.e. US Citizens, lawful permanent residents, legally recognized asylees and refugees, and persons protected under INA). Successful job candidates will be asked to provide documentation of their US Persons status.

Vigor Industrial LLC and its wholly owned subsidiaries are drug, smoke and vape-free workplaces. Prospective employees must pass a drug and alcohol test and background check as pre-employment screening.

Vigor Values

Vigor expects all employees to enhance the atmosphere in which they work by living the Vigor Values every day.

Truth: We seek the truth, and we speak the truth

Responsibility: We act on what we know is right

Evolution: We seek mastery, and adapt to a changing world

Love: We care about the people we work with, and the world we live in

Vigor and its wholly owned subsidiaries are committed to inclusion and diversity by providing equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veterans, age, genetics, the presence of a physical or mental condition or disability that can be reasonably accommodated, or any other protected class under relevant laws in the locations we operate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and can be requested with Vigor’s Human Resources Department.

In addition to federal law requirements, Vigor complies with applicable state and local laws governing nondiscrimination and non-retaliation in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, benefits, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.