Transform your career here at the Port of San Diego, experiencing fun, fairness and innovation. We have the opportunity of enjoying alternate work scheduling, where you will have every other Friday off. We pride ourselves on accountability, integrity, and team work. You'll be surrounded by people committed to making a difference. Now is the time to join our team.
The finance team is looking for a executive assistant who is a detail-oriented, a self-starter, experienced in process improvement and document management. Exceptional customer service skills and a team player a must.
Under general supervision, performs varied, difficult, sensitive and confidential office administrative and secretarial support functions to a department; and performs related duties as assigned.
Incumbents in this class provide complex, diverse and confidential secretarial, administrative and support services to Directors, often in a highly sensitive and rapidly changing environment. Incumbents may provide lead work direction to other administrative support and clerical staff.
Executive Assistant I is distinguished from Executive Assistant II in that incumbents in the latter class provide secretarial, administrative and support services to Senior Directors or executives of an equivalent level.
Executive Assistant I is further distinguished from Senior Administrative Assistant in that incumbents in the former class perform a variety of difficult, sensitive and confidential support services for a department head, requiring a high degree of independent judgment and a thorough knowledge of District and departmental functions, policies and procedures.Essential Duties and Responsibilities
The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
1. Provides secretarial and administrative support to a Director; types and/or drafts correspondence, reports, agendas, minutes, presentations, press releases, forms, templates, charts, graphs, tables and other documents from drafts, notes, dictation, transcriptions or brief oral instructions, using word processing software; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete.
2. Maintains the department head's calendar; coordinates, arranges and confirms meetings; arranges for meeting room setup and refreshments; screens requests for appointments; schedules the use of conference rooms.
3. Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conducts research, responds to requests for information and complaints from officials, customers and the public, refers the request or complaint to appropriate staff and/or takes or recommends action to resolve the issue; reviews, determines the priority and routes incoming correspondence; prints and prioritizes Director's e-mail for action; greets and escorts visitors.
4. Assists the Director in coordinating department programs and projects with division management and administrative staff and with other District departments and divisions; performs basic research and analysis for the Director on department projects; tracks and updates project status and completion; assists with the development of departmental business plans; maintains department vacation calendar.
5. Analyzes workflow and job objectives; develops, recommends and implements new administrative policies and procedures and enforces established policies and procedures to improve overall department internal communication and workflow processes; drafts recommendations for division administrative support roles and responsibilities.
6. Oversees the department's agenda process to ensure District deadlines are met; maintains status tracking logs; ensures packets are complete prior to submission; files final approval for department records; maintains files of agenda items.
7. Prepares technical worksheets, tables and computations; establishes and maintains databases of information for a variety of purposes; enters, retrieves, compiles, summarizes and deletes data in computer systems.
8. Researches and assembles information from a variety of sources for the preparation of records and reports; makes arithmetic or statistical calculations; organizes and maintains office files; conducts special studies and recommends procedural or other changes.
9. Performs or oversees performance of daily payroll data entry for department personnel in the District's payroll system; processes department time cards and leave requests; ensures payroll codes and leave time is accurate, correct signatures are obtained and proper distribution in a timely manner; assists in the processing of employment transaction forms.
10. Prepares travel and training requests; coordinates making travel and other arrangements for conferences and business trips; compiles expense reports.
11. Assists in and prepares non-personnel expense budgets, including monitoring and compiling expenditure data; maintains office supply inventories; researches and analyzes specifications for office equipment, computers and software and makes purchase order recommendations; places procurement requests; reconciles purchase orders to requisitions; prepares and processes direct payment requests and invoices; manages department petty cash account; schedules maintenance for office machines; reconciles bills, expense reports and credit card invoices; receives, reviews, verifies and submits requests for payment for mobile and internal phone bills.
12. Opens and coordinates work requisitions for facility repairs, modifications and improvements; maintains records and reports and tracks service requests; coordinates services and maintains payment records for contracted services; issues contract payments.
13. Participates and assists in department bid processes, including the preparation and mailing of RFP's and RFQ's.
14. Arranges, coordinates and schedules department and committee meetings; notifies participants; prepares and distributes meeting materials and agendas; reserves conference rooms; coordinates catering or refreshments; takes and distributes meeting minutes.
15. Attends to a variety of office administrative details such as establishing and maintaining confidential, subject, project and tickler files, photocopying documents, transmitting information and keeping reference materials up to date.
1. Trains other administrative support staff on word processing, report preparation, business correspondence and District methods and practices; assists in interviewing department administrative staff; coordinates and supervises work assignments of administrative support staff.
2. Incumbents in this classification may be assigned the following Customer Relations Management (CRM) call attendant duties and responsibilities: receive complaints, inquiries and service requests from the public; elicits information from callers and documents and evaluates complaints; inputs customer complaint, inquiries and service request information into the customer relations management system; receive workflow generated from CRM requiring possible action, research, distribution to appropriate department staff member, or further customer contact.
3. Incumbents in this classification may be assigned the following SAP duties and responsibilities: test and document business process changes to SAP; train and assist new SAP users including creating training material and delivering one on one or classroom training; work with Business Systems Analysts to troubleshoot and resolve problems.
4. Performs special projects as assigned, requiring research of information relevant to departmental functions; compiles relevant data and information on applicable considerations; develops proposals and recommendations for management consideration.
5. Assists with or develops updates and maintains department web site content; prepares and publishes quarterly department newsletters; drafts articles for the Port's magazine; provides content for department web site, brochures and other collateral materials.
6. Conducts internal and external customer surveys; assists in sorting and analyzing data; enters and modifies data in project databases; researches and gathers performance measures for projects; prepares quality control reports.
7. May serve as department safety representative for District Safety Committee; coordinate actions with department; ensures all safety requirements are maintained.
8. Maintains master key database for department and/or Port building.
9. Maintains department library system; logs in new books and binders and generates labels.
10. Maintains and updates project and department telephone directories.
11. May serve on special District and department committees and task forces; assists with coordinating special events; including activities under the Americans with Disabilities Act (ADA) and Summer Student Worker programs.
12. Provides backup to other administrative support staff.
13. Incumbents in this classification assigned to the Harbor Police Department may manage the Harbor Police Department's asset seizure account; prepares accountings of monies received and spent; with the Financial Services Department, prepares annual reports for the Department of Justice and Department of Treasury.
14. Incumbents in this classification assigned to the Harbor Police Department may manage the Harbor Police Department's High Intensity Drug Trafficking Area Program (HIDTA) account; prepares billing invoices; with the Financial Services Department, prepares annual reports for the California Border Alliance Group and County offices.
15. Incumbents in this classification assigned to the Harbor Police Department may provide mooring services to the public; manages the Public Dock; assigns dock or slip space; files docking permits; distributes anchorage applications and permits; renews permit documents; posts vessels that are in violation; summons Customs agents for vessels on the Customs dock; provides Harbor Police Dispatch with a daily printout of permitted vessels in anchorages; monitors the VHF radio and responds as necessary; manages and delivers funds to the Financial Services Department; receives telephone calls and provides customer service to the public.Qualifications
1. District organization, functions, operations, ordinances, rules, policies and procedures.
2. Basic functions of public agencies, including the role and responsibilities of a public governing board and rules and regulations for the conduct of public meetings.
3. The Port Act and other laws, regulations and policies governing the administration of a public agency in the State of California applicable to assigned areas of work.
4. Office administrative and management practices and procedures.
5. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
6. Advanced uses of word processing, spreadsheet, graphics and other business management software standard to the District.
7. Budgeting, recordkeeping, filing and purchasing practices and procedures.
1. Operate computer and word processing software and other standard office equipment.
2. Take and transcribe dictation and/or type accurately at a speed necessary to meet the requirements of the position.
3. Manage multiple and rapidly changing priorities.
4. Organize, set priorities and exercise sound independent judgment within areas of responsibility.
5. Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
6. Organize, research and maintain office files.
7. Compose correspondence, prepare documents and make arrangements from brief instructions.
8. Communicate clearly and effectively orally and in writing.
9. Prepare clear, accurate and concise records and reports.
10. Maintain highly sensitive and confidential information.
11. Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals.
12. Establish and maintain highly effective working relationships with District executives, elected and appointed officials of other governmental agencies, staff, community and business leaders, customers, the media, the public and others encountered in the course of work.
Education, Training and Experience:
Graduation from high school or G.E.D. equivalent, and four years of increasingly responsible office administrative or secretarial experience. Time served as a District Intern counts towards the years of experience.
Licenses; Certificates; Special Requirements:
A current, valid California class C driver's license at time of appointment and maintained at all times thereafter in order to operate a vehicle on District business.
If assigned to perform work at any of the District's maritime facilities you must be able to pass a background check in accordance with current Federal and State requirements.
If assigned to perform work at any of the District's Harbor Police facilities you must be able to pass a background investigation that includes, but is not limited to a polygraph examination.Supplemental Information
PHYSICAL AND MENTAL DEMANDS
Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.
Resolution #: 2013 - 120
Dated: July 16, 2013
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