Port Administrative Supervisor chez City of Homer Alaska

GENERAL FUNCTIONS

Responsible for assisting the Port Director with the day-to-day management of the Port of Homer. Supervises administrative staff. Manage harbor database and supervise billing for harbor services.

JOB FUNCTIONS/MAJOR ACTIVITIES

1. Responsible for the oversight, supervision, scheduling of work assignments and training of port and harbor administrative staff. Oversee administrative staff work performance and prepare performance evaluations.
2. Prepare billing statements for Port and Harbor services and monitor harbor activity to ensure accurate charges. Oversee electrical energy billing. Track revenues from campgrounds, parking, and other services sold directly to customers in the field.
3. Oversee delinquent Port and Harbor accounts including late fees, delinquent letters, Payment Plans, Collections and Impound procedures. Court appearances may be required.
4. Review daily sales reports to balance with cash and credit card revenues. Collaborate with Finance department to reconcile statements on a monthly basis. Assist the Port Director in budget preparation.
5. Work with Port Director, Chair, and Clerk to set the agenda and prepare meeting packets
6. Assist the public by answering phones, responding to questions and complaints, providing information and operating base VHF radio. Assist/ oversee handling over the counter transactions as needed.
7. Maintain all reserved stall files and manage annual renewal process. Assist Harbormaster with processing new stall assignments. Maintain stall wait lists and swap lists.
8. Manage crane user program including appropriate user agreement and supporting documents and transfer of information to computer databases.
9. Coordinate with IT regarding Port computer functions, prepare written procedures and train other staff as needed.
10. Perform other duties as directed by the Port and Harbor Director.

SKILLS, KNOWLEDGE AND ABILITIES

Five years' office experience with extensive knowledge in office procedures and duties requiring public contact. Working knowledge in accounting, budgeting, and billing process required. Requires written and verbal skills in composing letters and contact with the public. Accurate keyboarding skills required. Diplomacy and confidentiality in responding to inquiries and problems essential. Working knowledge of modern office equipment, including computer skills using Microsoft Word, Excel, & Access required. Working knowledge of SQL and relational databases strongly preferred. Requires ability to monitor several tasks at once. Ability to accurately handle large sums of cash. Familiarity with marine terminology and radio communication desirable. Some college courses required, or extensive work history with public and policy decisions.

DECISION MAKING RESPONSIBILITIES

Work is performed under minimal supervision. Independent judgment frequently required in handling public inquiries/problems. Responsible for maintaining confidentiality in the handling of public inquiries, customer accounts, and any other confidential records handled. Activities are a moderate source of potential liability to the City. Responsible for assisting Port Director with developing procedures at a division level. Maximum budget authority at division level through assisting Port Director.

SUPERVISORY AUTHORITY

Port Administrative staff: Administrative Secretary, Administrative Assistant, and Property Associate.

EXTERNAL VISIBILITY/CONTACT

High contact with the public as well as with other employees seeking information and assistance. Requires well-developed communication skills in maintaining effective relationships with the public. Moderate contact with service providers. Moderate contact with key City personnel and government officials from various agencies. Infrequent 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.