Port Administrative Secretary
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 inter-agency communication. The position also supports the creation of official city documents and manages various port-related permits and compliance requirements. A key function is maintaining digital and paper records according to city policy, tracking monthly port terminal activities for reporting and grant support, and performing daily data entry. The role also assists the Staff Liaison to the Port and Harbor Advisory Commission and utilizes Adobe software for content creation. Additional duties include general office support such as answering phones, handling transactions, responding to inquiries, operating radio equipment, and providing back-up relief for other office staff, including cash handling and fee processing. The position reports to the Administrative Supervisor and may perform other duties as directed.
Requirements
- Four years' work experience in a public setting.
- Strong written and verbal skills for composing letters and public contact, including public outreach.
- Accurate keyboarding skills.
- Knowledge of modern office equipment.
- Working knowledge of computer and current software.
- Proficiency in Microsoft Word and Excel.
- Ability to monitor several tasks at once.
- Diplomacy and confidentiality in handling inquiries and problems.
- Some college courses.
Nice To Haves
- Knowledge of Adobe programs.
- Familiarity with marine operations, terminology, and radio communication.
Responsibilities
- Assist with researching and developing programs, project, or grant opportunities, including public outreach and communication with other governmental agencies.
- 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 (used oil disposal and hazmat per 33CFR 158), ensuring compliance and maintaining communication with permit issuers.
- Maintain all Port digital records systems and paper archives and process 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, including moorage, parking, camping, wharfage, dock usage, load and launch ramp usage, and water usage.
- 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, including compiling reports, preparing memos, and conducting research.
- Utilize Adobe design, photo, publication, and video programs to create and update content for webpage, reports, presentations, documents, forms, and maps.
- Provide general office support, including answering phones, 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, and processing/depositing fees.
- Perform other duties as directed by the Administrative Supervisor.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
