Government Jobs
Administrative Specialist
The Port of Oakland is currently recruiting for the position of Administrative Specialist in Aviation Security. Under direction, the incumbent serves as the lead administrative support staff member for an assigned Port executive and department staff. The incumbent provides staff support for departmental functions and administration and performs related duties as assigned. Examples of duties include: Types and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft or verbal instruction; reviews materials for completeness, accuracy, format and compliance with policies and procedures; initiates or drafts complex, but non-technical correspondence for appropriate signature. Performs a wide variety of responsible, complex and technical administrative, secretarial and clerical duties in support of the staff of an assigned department; follows-up on special projects and assignments; keeps informed of status of projects. Attends a variety of meetings; prepares and compiles agenda packets; takes and prepares minutes; disseminates information, as appropriate. Researches and compiles a variety of informational and/or confidential materials from sources both inside and outside the assigned area; summarizes information as directed. Prepares, assembles and distributes agendas and accompanying materials for assigned meetings; records, transcribes and distributes minutes of meetings Establishes and maintains a variety of department filing systems, databases, records and rosters; organizes and maintains various administrative, reference and follow-up files; purges files as requested; prepares various documents for filing and indexing. Screens office and telephone callers; responds to and resolves complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities. Maintains a calendar of activities, meetings and various events for the assigned department; makes arrangements and/or reservations for meetings, travel, lodging, etc.; schedules meetings according to established policies. Operates a variety of office equipment including copiers, facsimile machine and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing. Relieves managers and supervisors of certain administrative matters by following up on projects, transmitting information and keeping informed of pertinent activities and assisting management in implementing selected departmental activities. Assists in the preparation of the budget; attends budget meetings; monitors the cost of department operations against the approved budget; reviews budget performance reports, departmental financial transactions and centralized accounting records to resolve discrepancies and procedural problems. Maintains and monitors database of invoices and monies spent; processes invoices through Finance Department. Assists in the preparation of contract documents; proofreads and tracks contract documents. Organizes own work, sets priorities and meets critical deadlines. May oversee the work of lower level clerical support staff as required, including assisting with the selection, training and evaluation of personnel. Develops and implements procedures for expediting the flow of clerical work through the office. May serve as Executive Assistant when necessary. Performs related duties as assigned. Minimum qualifications include a combination of education and experience reflecting possession of the required knowledge, skills, and abilities. Knowledge of modern office practices, procedures and methods, business letter writing, standard format for typed materials, design of filing systems, correct English grammar, standard PC software and hardware, appropriate federal, state, and local government regulations and laws, port policies and procedures, and basic business mathematics. Ability to organize duties, interpret, explain and apply administrative and departmental policy, rules and procedures, communicate effectively, compile and maintain records and files, use PC hardware and software, perform mathematic calculations, train and evaluate lower level office support staff, establish and maintain effective work relationships, work under pressure, use initiative and exercise sound and effective judgment, deal tactfully with customers and the public, maintain confidentiality, and physical ability to lift and carry boxes and materials up to 25 pounds and type 50 words per minute. The selection process includes an application and supplemental questionnaire evaluation, and an assessment examination. Candidates must achieve a scale score of 70 or more on the examination to be placed on the eligible list for employment consideration. The Port of Oakland is an Equal Opportunity Employer. In compliance with the Immigration and Reform Act of 1986, the Port will only hire individuals who are legally authorized to work in the United States. In compliance with State and Federal Laws, the Port will employ and promote qualified individuals without regard to disability. The Port is committed to making reasonable accommodations in the selection process and in the work environment.
The Port of Oakland is currently recruiting for the position of Administrative Specialist in Aviation Security. Under direction, the incumbent serves as the lead administrative support staff member for an assigned Port executive and department staff. The incumbent provides staff support for departmental functions and administration and performs related duties as assigned. Examples of duties include: Types and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft or verbal instruction; reviews materials for completeness, accuracy, format and compliance with policies and procedures; initiates or drafts complex, but non-technical correspondence for appropriate signature. Performs a wide variety of responsible, complex and technical administrative, secretarial and clerical duties in support of the staff of an assigned department; follows-up on special projects and assignments; keeps informed of status of projects. Attends a variety of meetings; prepares and compiles agenda packets; takes and prepares minutes; disseminates information, as appropriate. Researches and compiles a variety of informational and/or confidential materials from sources both inside and outside the assigned area; summarizes information as directed. Prepares, assembles and distributes agendas and accompanying materials for assigned meetings; records, transcribes and distributes minutes of meetings Establishes and maintains a variety of department filing systems, databases, records and rosters; organizes and maintains various administrative, reference and follow-up files; purges files as requested; prepares various documents for filing and indexing. Screens office and telephone callers; responds to and resolves complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities. Maintains a calendar of activities, meetings and various events for the assigned department; makes arrangements and/or reservations for meetings, travel, lodging, etc.; schedules meetings according to established policies. Operates a variety of office equipment including copiers, facsimile machine and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing. Relieves managers and supervisors of certain administrative matters by following up on projects, transmitting information and keeping informed of pertinent activities and assisting management in implementing selected departmental activities. Assists in the preparation of the budget; attends budget meetings; monitors the cost of department operations against the approved budget; reviews budget performance reports, departmental financial transactions and centralized accounting records to resolve discrepancies and procedural problems. Maintains and monitors database of invoices and monies spent; processes invoices through Finance Department. Assists in the preparation of contract documents; proofreads and tracks contract documents. Organizes own work, sets priorities and meets critical deadlines. May oversee the work of lower level clerical support staff as required, including assisting with the selection, training and evaluation of personnel. Develops and implements procedures for expediting the flow of clerical work through the office. May serve as Executive Assistant when necessary. Performs related duties as assigned. Minimum qualifications include a combination of education and experience reflecting possession of the required knowledge, skills, and abilities. Knowledge of modern office practices, procedures and methods, business letter writing, standard format for typed materials, design of filing systems, correct English grammar, standard PC software and hardware, appropriate federal, state, and local government regulations and laws, port policies and procedures, and basic business mathematics. Ability to organize duties, interpret, explain and apply administrative and departmental policy, rules and procedures, communicate effectively, compile and maintain records and files, use PC hardware and software, perform mathematic calculations, train and evaluate lower level office support staff, establish and maintain effective work relationships, work under pressure, use initiative and exercise sound and effective judgment, deal tactfully with customers and the public, maintain confidentiality, and physical ability to lift and carry boxes and materials up to 25 pounds and type 50 words per minute. The selection process includes an application and supplemental questionnaire evaluation, and an assessment examination. Candidates must achieve a scale score of 70 or more on the examination to be placed on the eligible list for employment consideration. The Port of Oakland is an Equal Opportunity Employer. In compliance with the Immigration and Reform Act of 1986, the Port will only hire individuals who are legally authorized to work in the United States. In compliance with State and Federal Laws, the Port will employ and promote qualified individuals without regard to disability. The Port is committed to making reasonable accommodations in the selection process and in the work environment.