Port Administrative Secretary

City of Homer Alaska•Homer, AK

2d•Onsite

About The Position

Responsible for managing records and permits for the Port & Harbor department. This role involves assisting with research and development of programs, projects, or grant opportunities, including public outreach and communication with governmental agencies. The position also supports the creation of City Council documents, manages various port permits and compliance, maintains digital and paper records, tracks monthly port terminal facility activity for reports and grants, and handles daily data entry. Additionally, the role supports the Port and Harbor Advisory Commission, utilizes Adobe design programs for content creation, and provides general administrative assistance such as answering phones, handling transactions, and operating a VHF radio. The position requires learning duties of other office staff for backup relief, including opening/closing procedures and cash handling.

Requirements

Four years' work experience in a public setting required.
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.
Working knowledge of computer and current software required.
Proficiency in Microsoft Word and Excel required.
Ability to monitor several tasks at once.
Diplomacy and confidentiality in answering inquiries and problems essential.
Some college courses required.

Nice To Haves

Knowledge of Adobe programs desirable.
Familiarity with marine operations, terminology and radio communication desirable.

Responsibilities

Assist with researching and developing programs, project, or grant opportunities.
Assist with creation of draft Resolutions, Ordinances, and memos for City Council.
Manage the Port's 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.
Ensure compliance with all permit requirements and maintain communication with permit issuers.
Maintain all Port digital records systems and paper archives and processing files according to the City's records retention policy.
Perform monthly statistical tracking of activity at the port terminal facility for reports and grant support.
Conduct daily data entry from paper electric usage forms and monthly electric billing.
Assist the Staff Liaison to the Port and Harbor Advisory Commission with materials for the monthly packet.
Utilize Adobe design, photo, publication, and video programs to create and update content for webpage, reports, presentations, documents, forms and maps.
Assist in general by answering phones and handling over-the-counter transactions, responding to questions and complaints, providing information and operating the base VHF radio.
Learn the duties of other office staff to provide back-up relief, including closing and opening procedures; balancing the cash drawer/register; processes and deposits parking, camping, and load and launch fees.
Perform other duties as directed by the Administrative Supervisor.