Port & Harbor Administrative Assistant

GENERAL FUNCTIONS

First point of contact for over-the-counter transactions and phone calls. Assists with maintaining paper Moorage Agreements and digital client records in harbor database. Acts as purchasing agent for the Port and Harbor and provides budget reports to department heads. Maintains records of daily electric usage and conducts monthly electric billing. Assists with delinquent accounts and other administrative tasks as assigned.

JOB FUNCTIONS/MAJOR ACTIVITIES

• First point of contact for customers. Greets customers and responds to questions and complaints, conducts transactions over phone and over the counter using custom Harbor Management database.
• Acts as purchasing agent for the Port and Harbor. Identifies needed supplies in conjunction with department supervisors, prepares purchase orders. Upon receipt of billing information from vendors, codes if appropriate and routes to department supervisor. Scans invoices before sending on to City Hall for payment. Reconciles monthly credit card statements. Tracks purchases against budget, provides monthly budget reports to department heads.
• Conducts daily data entry from paper electric usage form and monthly electric billing.
• Processes daily close out and balances cash drawer and register.
• Activates fish dock user cards and adds users to the Harbor Management Database.
• Manages annual renewal of Fish Dock Use and Terminal Use Permits. Tracks seafood wharfage reports.
• Processes parking and load and launch fees collected at harbor kiosks.
• Assists in developing and researching grant applications.
• Assists in monitoring delinquent Port and Harbor accounts and conducting collection procedures.
• Monitors office equipment and orderings supplies as needed.
• Performs duties as Notary Public as required.
• Learns the duties of other office staff to provide back-up relief as needed.
• Performs other related duties as directed by the Administrative Supervisor.

KNOWLEDGE, SKILLS AND ABILITIES

Three years administrative experience required. Excellent customer service skills required. Working knowledge of accounting procedures desired. Requires written and verbal skills in composing letters and contact with the public. Accurate keyboarding skills and working knowledge of modern office procedures and equipment, including working knowledge of computer and current software required. Requires ability to monitor several tasks at once. Diplomacy and confidentiality in answering inquiries and problems essential. Familiarity with marine terminology and radio communication desirable. High school diploma or G.E.D. required.

DECISION MAKING RESPONSIBILITIES

Work is performed under general supervision. Independent judgment often required in handling public inquiries/problems. Responsible for maintaining confidentiality in handling public inquiries, customer accounts, and other records. Moderate budget/expenditure authority at unit level. Activities are a low but recurring source of potential liability to the City in the handling of customer accounts and cash receipts.

SUPERVISORY AUTHORITY

None

EXTERNAL VISIBILITY/CONTACT

High frequency of contact with the public. Requires well developed communication skills in maintaining effective relationships with the public, ship's agents and vendors. High frequency of contact with key service providers and vendors. Moderate frequency of contact with government officials, low frequency of contact with key City personnel.

WORKING CONDITIONS

Office environment. Summer shift (May-Sept) requires working weekends, may also require working holidays or other shift work. While performing the duties of this job, employee will frequently be required to use hands and fingers dexterously to operate office equipment, communicate orally, regularly required to sit, stand, walk, occasionally required to stoop, kneel, or crouch, and reach overhead with hands and arms and lift up to 25 pounds. Specific vision abilities required include close vision and the ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the major activities.