Purchasing/Office Manager

Summary:
This is a hybrid position working at the Nome Port Office while assisting as the Office Manager at the Port of Nome but also serving as Purchasing Manager for the City as a whole. Under the supervision of the Harbormaster and Public Works Director, with the guidance of the Port Director. The Purchasing/Office Manager coordinates, oversees, and/or performs a wide variety of accounting, administrative, and purchasing activities on behalf of Port Director & Public Works Supervisor, and/or comparable senior officer of the city. Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues.
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 administrative support for the Port and Public Works, 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 and documentation of vessel traffic, preparation of correspondence, leases, contracts and user agreements and purchasing supplies
• 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; s, communicates complaints, services
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; 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.
• During the summer, under the direction of the Harbormaster, is responsible for day to day operations of the Harbor Office with focus on billing vessel traffic activity and facility usage. Responsible for daily receipting of customer payments, preparation of bank deposits, and distribution of associated financial reports. Responsible for the accuracy of all billing, cash transactions and reports (accounting duties will be directed by the City Finance Director).
• 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.
• 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.