Office Manager/Accounting Tech II-Port & Finance

Summary:
Under the supervision of the Harbormaster, with guidance from the Port Director and Finance Director. Coordinates, oversees, and/or performs a variety of administrative, accounting, secretarial, and program support activities on behalf of the Port/Harbor & Finance Departments. Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. Accounting tasks include billing, cash receiving cash, bank deposits, reporting, reconciling and tracking customer accounts. Coordinates office/staff support services, oversees and/or participates in the coordination and completion of special projects and/or events. Will serve the Port and Finance Department with administrative and accounting duties in a support capacity. 

Essential Duties and Responsibilities:

The essential functions of the job are not limited to those listed in the job description.   The City retains the discretion to add to or change the duties of the position at any time.

• Provides confidential secretarial and administrative support for the Port and Finance Department, to include managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.
• Provides administrative support to Public Works in processing and cataloging work requests for City & Port facilities.
• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
• Aids with the procurement process for both Port and Public Works Departments, including small purchases, Bid/RFP preparation, evaluation, and contracting. 
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; Creates invoices, manages daily cash till, establishes and maintains files and records for the office.
• Monitors and coordinates accounting activities as appropriate, and prepares internal reports for management; participates in budget planning and management, as required.
• Assists with project development and planning to ensure efficiency and organization of the office.
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Assists in the coordination, supervision, and completion of special projects as appropriate.
• Coordinates day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
• Performs other duties as assigned.