Port Administrative Secretary

GENERAL FUNCTIONS

Responsible for managing records and permits for the Port & Harbor department.

JOB FUNCTIONS/MAJOR ACTIVITIES

1. Assist with researching and developing programs project or grant opportunities as requested; may include elements of public outreach communication with other governmental agencies.
2. Assist with creation of draft Resolutions Ordinances and memos for City Council.
3. Manage the Ports AK Pollutant Discharge Elimination System General Permit for the Outfall line Storm Water Pollution Prevention Plan the Seafood Ice Manufacturer permit the E-plan for Tier 2 Ammonia Hazmat Emergency Response and the Coast Guard Certificate for Reception Facility (used oil disposal and hazmat per 33CFR 158). Management includes ensuring compliance with all permit requirements and maintaining communication with permit issuer to stay apprised of any revisions.
4. Responsible for maintaining all Port digital records systems and paper archives and processing files according to the Citys records retention policy.
5. Responsible for monthly statistical tracking of activity at the port terminal facility used in monthly reports and grant support to include but not limited to: Moorage parking camping wharfage dock usage load and launch ramp usage water usage etc.
6. Conducts daily data entry from paper electric usage form and monthly electric billing.
7. Assist the Staff Liaison to the Port and Harbor Advisory Commission with any needed materials for the Port and Harbor Advisory Commissions monthly packet including compiling reports preparing memos and conducting research.
8. Utilize Adobe design photo publication and video programs to create and update content for webpage reports presentations documents forms and maps.
9. Assist in general as needed by answering phones and handling over-the- counter transactions responding to questions and complaints providing information and operating the base VHF radio.
10. Required to learn the duties of other office staff to provide back-up relief as needed including but not limited to closing and opening procedures; balancing the cash drawer/register; processes and deposits parking camping and load and launch fees.
11. Perform other duties as directed by the Administrative Supervisor.

KNOWLEDGE SKILLS AND ABILITIES

Four years work experience in a public setting required. Requires strong written and verbal skills in composing letters and contact with the public including public outreach. Accurate keyboarding skills and knowledge of modern office equipment including working knowledge of computer and current software required. Proficiency in Microsoft Word and Excel required. Knowledge of Adobe programs desirable. Requires ability to monitor several tasks at once. Diplomacy and confidentiality in answering inquiries and problems essential. Familiarity with marine operations terminology and radio communication desirable. Some college courses 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. Minor budget expenditure authority at unit level. Assists Port Director and Administrative Supervisor in developing procedures at a division level. Position has a moderate reoccurring source of potential liability to the City.

SUPERVISORY AUTHORITY

None

EXTERNAL VISIBILITY/CONTACT

High frequency of contact with the public greeting customers and answering the telephone. Requires well-developed communication skills in maintaining effective relationships with the public. Moderate frequency of contact with governmental officials and key service personnel. Moderate frequency of contact with key city personnel. Infrequent presentations/attendance at public meetings.

WORKING CONDITIONS

Office environment. Low frequency of exposure to adverse weather conditions. Low frequency of exposure to hazardous working conditions in dealing with difficult and angry members of the public. Summer shift may require working weekends and/or 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. Attendance at evening meetings may be required.

Required Experience:

Junior IC