Intake Administrative Specialist - Allocator

Role Summary: The purpose of this position is to provide uniform and equitable allocation of available manpower for available work in accordance with Allocation Rules and special directives of the Sub-Steering Committee and/or the Area Managers. The duties in this position may range from resource allocation, reports generation and time tracking. This position works up to 40 hours weekly on a specific assigned shift. The employee is responsible for accurate and timely completion of the principal responsibilities listed below. Responsibilities and Duties: Daily phone contact with client and jointly operated dispatch halls. Maintaining professional and cooperative working relationships with all Union dispatchers and client in the Port. Preparing and completing daily allocation worksheets for each shift, office manpower report, and weekly Coast manpower reports. Running and transmitting Foreman check-in requests. Updating work summary log and record all vessels, berth, companies, arrival and departure times, and gang utilization for all shifts on each vessel. Ensuring industry Allocation Rules are properly and uniformly applied and enforced. • ensuring that cuts to vessels are appropriately made in the event of manpower shortages Preparing and authorizing weekly payrolls from joint dispatchers. Maintaining daily logs and records, including transcribing the joint dispatch hall tape twice per day. Maintaining and updating Excel spreadsheets. Occasionally participating in industry meetings. Filing and maintaining records. Working to support Administrative Specialists with other duties as assigned. Maintaining and supporting ISO standards through creation and updating of documentation and compliance with all security standards. Regular internal communications to include e-mail and other professional correspondence. A high degree of accuracy is required for communication between the client and Integreon offices. Weekly or daily reporting requirements provided by client instruction. Reports may take place on client software or other required programs. Updates will be maintained as often as requested or defined by client instruction.  Secretarial correspondence not otherwise defined to include all letters, legal correspondence and all other written or transcribed information. Monitoring email inbox for incoming projects and setting up projects in workflow management tool. Other duties as assigned. Required Skills/Abilities: Must be able to function in an accurate and professional manner while performing duties in high-stress environment. Must possess exceptional written and oral communication skills. Must be able to demonstrate expert level skill in using Microsoft Office suite of products for word processing, spreadsheet and database, as well as Adobe Acrobat and industry specific software. Previous experience or ability to learn Oracle Must have the ability to operate standard office equipment, such as telephones, personal computers, office machines and adding machines. Must have the ability to multi-task and oversee multiple projects at any given time, as well as perform accurately under time pressures and constraints. Must be able to maintain confidential information and work in a fast paced, dynamic and creative organization. Must possess the ability to communicate effectively with employees, union hall representatives, and customers in a friendly, pleasant manner. Must possess skills of a detailed oriented, well-organized, self-motivated, problem solver who can work independently. Must be able to operate with confidential information, be an excellent record keeper, and process the position requirements with little direction Education & Experience: 1-2 years of computer related experience 4-year degree or certification in office related work, or a minimum of 4-5 years of office related work experience