Administrative Assistant II – Post Delivery Service and Support in San Diego, CA at Austal

Job Snapshot

Employee Type:

Full-time

Location:

San Diego, CA

Job Description

Any qualified individual with a disability who is having difficulty in completing an application because of incompatible technology or other disability-related application issues may contact us at the following phone number for assistance: 251-445-1932.
 
Austal shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability.  Austal’s commitment to equal employment opportunity applies at all levels of employment, in all job titles, including the executive level, and to all employment actions, including but not limited to decisions concerning recruitment, hiring, training, and promotion. 

REPORTS TO: 

Directly:        Director, Home Port Operations-SDCA

Indirectly:      Human Resources Manager

AUTHORITIES / RESPONSIBILITIES:

ADMINISTRATIVE DUTIES

  • Attend and minute Program related meetings as required by PDSS department
  • Preparation of cover letters and generating correspondence to internal and external customers
  • Construct Flow Charts, Presentations and Spreadsheets as required.
  • Maintain PDSS department document files and correspondence in a current status.
  • Order all supplies for PDSS Team, track usage and expenditures.
  • Maintain PDSSTeam Action Item Log, Calendar of Events and Staff Meeting Agenda.
  • Other duties as assigned

GENERAL DUTIES

  • Filing for PDSS Team and maintenance of these files.
  • Photocopying, scanning, faxing of documentation as needed.
  • Maintaining office equipment and the stocking/storage of office supplies.
  • Downloading, cataloguing and archiving digital and paper photographs as required.
  • Distribute and collect PDSS Team’s time sheets and return to payroll once completed.
  • Maintain PDSS Team org chart and personnel database.
  • Book accommodation, meeting rooms, restaurants, training rooms etc. as required.
  • Arrange travel and complete expense reports for Director, Post Delivery Management, Director, Warranty and Service and other department personnel as necessary.

QUALIFICATIONS / KNOWLEDGE / EXPERIENCE:

  • High School diploma required; Associate or Bachelor’s degree preferred
  • Minimum of 3 years experience in an Administrative Support role required, 5 years experience preferred
  • Proven Admin Assistant experience and skills
  • Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Access Database and Outlook.
  • Good communication skills.
  • Excellent organizational skills
  • Strong attention to detail and accuracy
  • Excellent written and presentation skills
  • Ability to multitask projects
  • Ability to maintain the confidentiality of Program affairs and issues.

TOOLS: N/A

DIRECTION EXERCISED: None

DISCRETION EXERCISED: None

LIAISES WITH: PDSS Department, Payroll, Finance, HR, other departments as necessary

ADDITIONAL GUIDELINES:

  • The ability to obtain and maintain a DoD clearance may be required if deemed necessary in the scope of your position responsibilities.
  • Candidates must meet the following employment eligibility guidelines to be considered for employment with Austal USA: o 18 years of age or older at time of application. o Able to provide proof of US Person Status o No felony convictions of Theft/Deception or Violent crimes within seven years from disposition date
  • No felony convictions of Drug crimes within three years from disposition date
  • Willing to submit to a drug screen
  • Willing to submit to a background check