Government Jobs
Executive Assistant I (Classified)
Government Jobs, San Diego, California, United States, 92101
Executive Assistant I
The Port of San Diego is currently going through a class and compensation study. The job title and job duties are subject to change. This position is for an opening in the Engineering-Construction department and will provide confidential administrative support to the Chief Engineer, as well as assist the department with tasks and activities. The ideal candidate for this position will have at least four years of increasingly responsible office administrative or executive support experience; or graduation from a four-year college or university with major course work in business, public administration or a closely related field, and two years of increasingly responsible office administrative or executive support experience. The position will be seated right outside the Chief Engineers' office for availability, and to also greet customers that come into the department and offer assistance. Telecommuting is not available for this position. General purpose: Under general supervision, performs varied, difficult, sensitive and confidential office administrative and secretarial support functions to a department; and performs related duties as assigned. Distinguishing characteristics: 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. 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 in Granicus; ensures finalized files are finalized prior to approval submission; maintains department D2 files of finalized 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. Maintains department leave calendar, monitors and verifies leave, overtime and training requests for appropriate authorization. Prepares timekeeping/payroll reports from SAP and provides to managers and other staff as needed or assigned. Maintains D2 files of department reports. 9. 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. 10. 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. 11. Prepares department travel and training requests; coordinates making travel and other arrangements for conferences and business trips; verifies expense report receipts and enters in SAP. 12. Oversees office supply inventories and orders department supplies and equipment; reconciles invoices; monitors and tracks expenditures; prepares requisitions and in-house work requests. 13. 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; verifies contract compliance and reconciles bills, expense reports and credit card invoices; receives, reviews, verifies and submits requests for payment for mobile and internal phone bills. 14. 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. 15. Participates and assists in department bid processes, including the preparation and mailing of RFP's and RFQ's. 16. 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. 17. 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. Other duties: 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 serves on special District and department committees and task forces; assists with coordinating special events; including activities under the Americans with Disability 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
The Port of San Diego is currently going through a class and compensation study. The job title and job duties are subject to change. This position is for an opening in the Engineering-Construction department and will provide confidential administrative support to the Chief Engineer, as well as assist the department with tasks and activities. The ideal candidate for this position will have at least four years of increasingly responsible office administrative or executive support experience; or graduation from a four-year college or university with major course work in business, public administration or a closely related field, and two years of increasingly responsible office administrative or executive support experience. The position will be seated right outside the Chief Engineers' office for availability, and to also greet customers that come into the department and offer assistance. Telecommuting is not available for this position. General purpose: Under general supervision, performs varied, difficult, sensitive and confidential office administrative and secretarial support functions to a department; and performs related duties as assigned. Distinguishing characteristics: 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. 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 in Granicus; ensures finalized files are finalized prior to approval submission; maintains department D2 files of finalized 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. Maintains department leave calendar, monitors and verifies leave, overtime and training requests for appropriate authorization. Prepares timekeeping/payroll reports from SAP and provides to managers and other staff as needed or assigned. Maintains D2 files of department reports. 9. 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. 10. 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. 11. Prepares department travel and training requests; coordinates making travel and other arrangements for conferences and business trips; verifies expense report receipts and enters in SAP. 12. Oversees office supply inventories and orders department supplies and equipment; reconciles invoices; monitors and tracks expenditures; prepares requisitions and in-house work requests. 13. 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; verifies contract compliance and reconciles bills, expense reports and credit card invoices; receives, reviews, verifies and submits requests for payment for mobile and internal phone bills. 14. 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. 15. Participates and assists in department bid processes, including the preparation and mailing of RFP's and RFQ's. 16. 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. 17. 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. Other duties: 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 serves on special District and department committees and task forces; assists with coordinating special events; including activities under the Americans with Disability 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