Port Administrative Secretary
About The Position
GENERAL FUNCTIONS Responsible for managing records and permits for the Port & Harbor department. JOB FUNCTIONS/MAJOR ACTIVITIES Assist with researching and developing programs, project, or grant opportunities as requested; may include elements of public outreach, 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). Management includes ensuring compliance with all permit requirements and maintaining communication with permit issuer to stay apprised of any revisions. Responsible for maintaining all Port digital records systems and paper archives and processing files according to the City's records retention policy. 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. Conducts daily data entry from paper electric usage form and monthly electric billing. Assist the Staff Liaison to the Port and Harbor Advisory Commission with any needed materials for the Port and Harbor Advisory Commission's 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. 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. 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. Perform other duties as directed by the Administrative Supervisor.
Requirements
- 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
- Requires 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 as requested
- 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
- Maintain all Port digital records systems and paper archives and processing files according to the City's records retention policy
- Responsible for monthly statistical tracking of activity at the port terminal facility used in monthly reports and grant support
- Conducts daily data entry from paper electric usage form and monthly electric billing
- Assist the Staff Liaison to the Port and Harbor Advisory Commission with any needed materials for the Port and Harbor Advisory Commission's 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 as needed 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 as needed
- 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
No Education Listed
