CITY OF KETCHIKAN

DATE: May 15, 2023

SPECIFICS

TITLE: ADMINISTRATIVE ASSISTANT

DEPARTMENT: Port & Harbors

STATUS: Regular

Full-time

HOURS/DAYS: Monday – Friday

8:00 AM – 5:00 PM

GRADE /STEP: 847 / A - U DUTIES: See attached job description

HOURLY/SALARY: $22.82 -

$30.72/Hr

DOE

UNION STATUS: NO

SPECIAL REQUIREMENTS:

Four years of increasingly responsible office administrative and secretarial experience;

experience in a municipal government is highly desirable.

ADVERTISING REQUIREMENTS

POSITION IS OPEN UNTIL FILLED

APPLICATIONS MUST BE RECEIVED BY CLOSING DATE

WHERE: Local Only Statewide Pacific NW National
PUBLICATIONS: Ketchikan Daily News; Job Service; City Website

APPLICANT PROCESSING INSTRUCTIONS

FOR APPLICATION AND COMPLETE JOB DESCRIPTION CONTACT:

THE CITY OF KETCHIKAN, 334 FRONT STREET, (907) 228-5631 OR ON-LINE AT

http://www.ktn-ak.us/jobs

CITY OF KETCHIKAN IS AN EQUAL OPPORTUNITY EMPLOYER

CITY OF KETCHIKAN

ADMINISTRATIVE ASSISTANT – PORT & HARBORS

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the

class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under direction, performs a full range of varied complex, sensitive, highly responsible, and confidential

office administrative, secretarial, advanced clerical, and routine programmatic support functions of a

general or specialized nature in support of the Port & Harbors Department with only occasional

instruction or assistance; exercising judgment and initiative, relieves assigned staff of clearly defined and

delegated administrative or technical detail including the administration of assigned programs and

operations; and assists management staff with special programs, projects, and research.

The Administrative Assistant classification is distinguished from the Administrative Secretary class in

that incumbents in the Administrative Assistant class perform more difficult and complex administrative

support tasks involving a thorough knowledge of the policies and procedures for their functional areas

with a significant degree of independent judgment. Incumbents in the Administrative Assistant class are

assigned significant responsibility for carrying out administrative and office secretarial duties, frequently

of a complex, highly sensitive, and confidential nature in an assigned functional area, often in a rapidly

changing environment. Incumbents may also supervise a small number of staff and perform technical

duties in support of assigned operations.

The Port & Harbors Department provides a variety of services to support the provision of responsive and

economic public marine facilities that are essential to the continued economic and recreational health of

the community. The Administrative Assistant - Port & Harbors contributes to Departmental operations by

performing secretarial and administrative duties in support of the Port & Harbors Department. The

Administrative Assistant - Port & Harbors must perform these duties in a manner that reflects positively

on the City and the Department. He/she is responsible for maintaining a level of professional expertise

and image that promotes efficient use of the resources available to the Department.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or

may be required to perform additional or different duties from those set forth below to address business needs and

changing business practices.

1. Performs a wide variety of varied, complex, sensitive, highly responsible, and confidential office

administrative, secretarial, advanced clerical, and routine programmatic support functions in

support of the Port & Harbors Department with only occasional instruction or assistance; relieves

supervisor of administrative work including investigating and answering complaints and

providing assistance in resolving operational and administrative problems.

2. Plans and organizes work activities; recommends improvements in work flow, procedures, and

use of equipment and forms; implements improvements as approved; develops and revises office

forms and report formats as required; organizes and maintains filing systems.

3. Coordinates work flow and production by temporary lower-level secretarial and clerical support

staff; oversees work flow; assists staff and clients with questions, problems, and other requests.

4. Participates in the collection, compilation, and analysis of information from various sources on a

variety of specialized topics related to assigned programs; participates in the preparation of

reports that present and interpret data, identify alternatives, and make and justify

recommendations.

5. Researches, reviews, processes, and maintains all Department records with regard to port and

harbors use, fees, and services based on department log entries, applications for moorage, stall

assignments, billings, moorage status changes, moorage cancellations, and port dockings.

6. Generates billings including those for moorage and electricity; processes payments and refunds;

prepares delinquency notices and sends out 30-, 60-, and 90-day letters; prepares and sends out

Notice of Intent to Impound and Impound letters; initiates collection actions of past due

accounts; works with customers who want to make an effort to pay their account by making

payment arrangements and following up on payments.

7. Prepares special reports and performs special projects that may require researching, gathering,

and organizing information from a variety of sources; compiles and generates various complex

reports including ship schedules, port use records, harbor use records, reserved moorage wait list,

vessel account status, monthly use revenue, capitol project files, and sales tax information.

8. Processes and sets-up public auctions for impounded and unclaimed property.

9. Prepares and solicits bids including those for Port & Harbors office and restroom janitorial

services, janitorial services for Port restroom and Port dock vendor leases.

10. Drafts and/or types, word processes, formats, edits, revises, and prints a variety of documents

and forms including reports, correspondence, memoranda, agenda items and reports, agreements,

ordinances, resolutions, technical and statistical charts and tables, and other specialized and

technical materials from rough drafts, dictation, modified standard formats, and brief verbal

instructions.

11. Serves as webmaster for Port & Harbors website, updating and posting content.

12. Serves as liaison between assigned office and the general public, City staff, and outside groups

and agencies; provides general and specialized information and assistance regarding assigned

function that may require the use of judgment, tact, and sensitivity and the interpretation of

policies, rules, and procedures as appropriate; explains programs, policies, and activities related

to specific program area of assignment; receives and screens office and telephone callers;

calendars appointments; responds to complaints and requests for information relating to assigned

responsibilities; refers callers and/or complaints to appropriate City staff for further assistance as

needed and/or takes or recommends actions to resolve the complaint.

13. Provides customer service at the counter as necessary; takes payments; sets-up moorage, grids,

and cranes; issues launch ramp permits and port access passes; answers billing questions.

14. Monitors and maintains radio contact with port and harbors users, department staff, and other

agencies in both routine and emergency situations; dispatches personnel as required.

15. Utilizes New World accounting program to initiate and process purchase orders, invoices,

contractor pay requests and payroll. Tracks all purchases and procurement card usage. Initiates

check requests.

16. Assists in assembling and preparing the annual budget for assigned areas; monitors expenditures

against budget; prepares budget amendments, budget transfer requests and purchase order

adjustments as necessary.

17. Attends to a variety of office administrative details such as ordering supplies, arranging for

equipment repair, transmitting information, and keeping reference materials up to date; organizes

and maintains office and specialized files in accordance with the City’s records management

program.

18. Coordinates, makes, processes, and confirms staff travel arrangement; arranges for transportation

and accommodations for travel, checks and processes expense claims.

19. As assigned, arranges and coordinates meetings for assigned commission, board, agency, and/or

other groups including the Port and Harbors Board (PHAB); drafts and finalizes agendas,

minutes, and correspondence; coordinates assembly and distribution of agenda packets; prepares

legal notices for publication and mailing; attends meetings and takes, transcribes, and assures

proper distribution and filing of minutes, resolutions and ordinances; organizes and contacts

members as required.

20. Performs related duties as required.

QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a

short period of time in order to successfully perform the assigned duties.

Knowledge of:

Basic functions of public agencies including the role of an elected Council and appointed boards and

commissions.

Organization, operation, and services of the City and of outside agencies as necessary to assume

assigned responsibilities.

Basic principles and practices of supervision and training.

Office procedures, methods, and equipment including computers.

Computer applications such as word processing, spreadsheets, and databases.

Principles and practices of fiscal, statistical, and administrative research and report preparation.

Principles and practices of sound business communication.

Principles of business letter writing and report preparation.

Basic principles and practices of budget preparation and administration.

Records management principles and procedures including record keeping and filing principles and

practices.

Methods and techniques of proper phone etiquette.

Mathematical principles.

English usage, spelling, grammar, and punctuation.

Customer service and public relations methods and techniques.

Ability to:

Perform a full range of varied complex, sensitive, highly responsible, and confidential office

administrative, secretarial, advanced clerical, and routine programmatic support functions of a

general or specialized nature in support of assigned programs, division, and/or department with

only occasional instruction or assistance.

Understand the organization and operation of the City and of outside agencies as necessary to assume

assigned responsibilities.

Understand the organization and operation of the Port & Harbors Department as necessary to assume

assigned responsibilities.

Understand, interpret, and apply general and specific administrative and Port & Harbors Department

policies and procedures.

Interpret and apply applicable federal, state, and local laws, codes, and regulations.

Operate office equipment including computers and supporting word processing, spreadsheet, and

database applications.

Learn and effectively utilize various software applications.

Learn and apply new information and skills.

Type or enter data at a speed necessary for successful job performance.

Participate in researching, compiling, analyzing, and interpreting data.

Prepare clear, accurate and concise records and reports.

Establish, organize, and maintain a variety of specialized files and records.

Independently prepare correspondence and memoranda.

Perform mathematical calculations.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone

or in person.

Plan and organize work to meet changing priorities and deadlines.

Understand and carry out oral and written directions.

Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other

agencies on sensitive issues in area of responsibility.

Exercise good judgment and maintain confidentiality in maintaining critical and sensitive

information, records, and reports.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely
provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities

would be:

Education/Training:

Equivalent to completion of the twelfth grade. Supplemental specialized or college level

course work in business administration, office management, secretarial science, or a related

field is highly desirable.

Experience:

Four years of increasingly responsible office administrative and secretarial experience.

Experience in a municipal government is highly desirable.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the

essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to

perform the essential job functions.

Environment: Work is performed primarily in a standard office setting.

Physical: Primary functions require sufficient physical ability and mobility to work in an office

setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch,

reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate

office equipment requiring repetitive hand movement and fine coordination including use of a

computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Grade: 8-47

Union: No

FLSA: Non-Exempt

Date Approved:

Date Created: June, 2007 (Johnson & Associates)

Date Amended: December 2018

Date Amended: August 2019

Human Resources Manager Approval

City Manager Approval