Under the direction and supervision of the Business Operations Analyst or the Business Operations Manager, the Management Assistant entails a variety of responsibilities that provide support to the Ventura Port District Administrative Team. These responsibilities include: 1) managing requirements for commercial identification (CID) cards, contracts, leases, professional service agreements, and licenses; 2) billing coordinator for the Marina and Dry Storage Facility; 3) assists with leasing in the Ventura Harbor Village; 4) grant management; and 5) addressing tenant and public inquiries as well as communicating updates (in-person and via email or phone).
SUPERVISION RECEIVED/EXERCISED:
Receives general supervision from the Business Operations Analyst or the Business Operations Manager.
ESSENTIAL FUNCTIONS: (include but are not limited to the following)
Administrative
Receives payments and issues receipts for boat launch permits, marina tenants, dry storage tenants, and CID cards.
Prepares, processes, and manages all necessary records regarding the issuance of CID cards and assists with administrative record keeping and filing.
Delivers exceptional customer service to all visitors, adeptly addressing inquires and guiding them to the relevant individuals or departments with courtesy.
Executes projects covering a wide variety of subject matter and special studies as assigned by the Business Operations Analyst, Business Operations Manager, and/or General Manager.
Digitize historical documents into electronic format through scanning.
Provides Board Clerk and Accounting assistance when needed.
Village Marina & Dry Storage
Organizes and archives lease agreements and the electronic key access system.
Assists in maintaining an active waiting list for marina and dry storage tenants.
Prepares and processes marina tenant slip and dry storage rent.
Supports the Marina Manager in overseeing and addressing delinquent accounts.
Aids the Marina Manager in issuing necessary notifications, such as rate change updates or vacate notices, to tenants.
Records data for monthly marina electric bills.
Compiles a monthly report detailing outstanding marina tenant slip rent and dry storage tenant rent payments for the Marina Manager.
Assists Marina Manager in the collection of delinquent accounts.
Leasing
Drafts preliminary lease agreements for existing or prospective tenants, subject to review by the Business Operations Analyst and Business Operations Manager.
Upon lease approval, establishes electronic folders and enters data into Property Management software.
Ensures tenant monthly gross sales reports are documented and initiates follow-up communication to tenants requesting sales information.
Collects insurance documents as well as rent and security deposits payments.
Maintains current tenant insurance and business license records.
Identifies tenant payment delinquencies for Business Operations Analyst and Business Operations Manager to resolve.
Communicates with tenants to address leasing notifications and to inquire about insurance or business licenses.
Maintains directory for emergency tenant information.
Grant Management
Assists the Business Operations Team with grant applications.
Supports the Business Operations Team in monitoring and ensuring compliance with grant terms and conditions.
Prepares and submits required reports as well as responds to inquiries to funding agencies under the direction of the Business Operations Team.
Collaborates with internal teams and external partners involved in grant-funded projects.
KNOWLEDGE/ABILITIES/SKILLS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The following are representative samples of the knowledge, ability, and skill necessary to perform
essential duties of the position.
KNOWLEDGE OF:
Microsoft Word, Excel, Outlook, and PowerPoint as well as general computer operation.
Excellent grammar, spelling, and punctuation.
Effective oral and written communication skills.
ABILITY TO:
Provide a high level of customer service.
Be able to manage multiple assignments and tasks with differing deadlines and priorities.
Read and comprehend instructions, correspondence, and memos.
Write simple, effective correspondence with a strong emphasis on customer service.
Effectively present information in one-on-one and small group situations to the general public and fellow employees of the organization.
Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Prioritize work proactively and on own initiative.
Assist customers and tenants to address inquiries and/or problems with support from various departments.
Work effectively as a collaborative team member, fostering open communication and contributing positively to group dynamics.
Provide a positive working attitude, initiative-taking, and accountability.
Demonstrate a strong commitment to continuous learning and professional development.
SKILL TO:
Proficiently operate computers and skillfully use a range of word processing and spreadsheet software applications.
Operate miscellaneous office equipment incidental to completing duties.
Experience using web-based software.
EXPERIENCE, EDUCATION, LICENSES, AND CERTIFICATIONS:
One to two years of experience in office management and bookkeeping preferred.
Valid California driver license and insurable by the District's insurance carrier.
PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:
The person in this position works primarily in an indoor office environment but may be required to travel to meet with others or for training purposes or to deliver and/or pick up documents. Position requires the ability to traverse one story of steps two or more times per day, and requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near vision in reading correspondence, statistical data, and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
This position description is not a contract, and it is not intended to show every detail of the duties and responsibilities of the job. It is provided only to supply a general idea of what the position entails. This position may require completion of a background investigation to the satisfaction of the Ventura Port District.