Shire Jobs

The City of Kodiak is recruiting for a full-time

Administrative

Specialist, in

the Harbor Department. The Department

is looking

for an experienced

team

player

that has a

desire

to

be

a

part of a

highly engaged Harbor

Department

working

hard to serve the needs of our community.

Under general supervision, this position is responsible for performing advanced, complex, sensitive, and confidential administrative duties and routine support functions of a general or specialized nature in support of a department or specialized program that could include: providing customer service; managing the assignment of berths; overseeing billing processes; overseeing the scheduling of regular and special events; assisting management in conducting a variety of administrative projects and research; records management; assisting with the implementation of department goals, objectives, strategies, and policies; administering contracts; assisting with bidding and/or procurement procedures; and maintaining significant customer, contractor and vendor relationships.

The

Port

and Harbors Department provides a variety of services to support the public marine facilities that are essential to the continued economic and recreational activities of the community. The Administrative Specialist is responsible for providing administrative support

to

the department

in an efficient and effective

manner

and is frequently

required to

make independent, sound judgments and to work without direct supervision. The Administrative Specialist must perform these duties in a manner that reflects positively on the City and the department.

Examples

Of

Essential

Duties

Performs a wide variety of varied, complex, sensitive, highly responsible, and confidential office administrative, advanced clerical, and routine programmatic support functions in support of the Port and Harbors Department, ensuring completeness and accuracy.

Provide assistance and exceptional customer service to patrons via telephone, email or in person. Responds promptly to inquiries, complaints and requests for information relating to assigned responsibilities and provide accurate information; handles customer feedback or complaints and works towards resolutions; and may refer callers to appropriate City staff for further assistance.

Coordinate and manage the assignment of moorage to ensure efficient utilization of available and open berths; prepares, maintains, and audits the moorage wait-list; prepares letters and documents wait-list offers; prepares, sets up and ensures accuracy of new reserved moorage application including calculating the prorated balance due andcalculating the prorated refund of unused open moorage; registers new open moorage customers and sets up accounts; collects fees and charges and

issues receipts;

prepares, maintains, and

audits reserved moorage inventory to ensure accurate billing and information.

Generates and issues accurate billings and timely invoices including those for moorage, utilities, and additional fees and services; processes payments and refund requests; maintains a comprehensive billing system and ensures proper documentation and record-keeping of all finance transactions; monitors overdue accounts and prepares and sends reminders, notifications and delinquency notices and letters to ensure timely payments of outstanding balances; works closely with customers who want to make an effort to pay their account by making payment arrangements and following up on payments while maintaining a professional and customer-focused approach.

Provides general and specialized information and assistance regarding assigned function that may require the use of judgment, tact, and sensitivity and the interpretation of regulations, City code, policies, rules, and procedures as

appropriate.

Prepares and/or enters a variety of information on a regular basis into pplicable logs, documents, spreadsheets, invoices, databases, forms, etc.; researches, reviews, processes, and accurately maintains all Department records with regard to port and harbors use, fees, and services based on department log entries, applications for moorage, customer accounts, stall assignments, billings, moorage status changes, moorage cancellations, and port dockings. Organizes and maintains accurate and up-to-date office files and records in accordance with the City's records management program.

Attends to a variety of office administrative details such as ordering supplies, arranging for equipment repair, transmitting information, and keeping reference materials up to date. Coordinates, makes, processes, and confirms staff travel arrangements; arranges for transportation and accommodations for travel, checks and processes expense

claims.

Monitors and maintains radio contact with port and harbors users, staff, and other agencies in both routine and emergency situations; dispatches personnel as required.

Assists with the implementation of department goals, objectives, strategies, a