The Port of San Diego is seeking a highly organized administrative expert to manage a team that provides administrative support to the Board. Position requires being responsive to requests for assistance during evenings and weekends as needed. Critical skills: tact, heavy scheduling, political acumen, responsiveness, follow up and follow through. In addition, this position manages the District's Travel Program.
Under general direction, manages and administers the day-to-day operations and administrative functions of the Office of Commissioner and Executive Services; manages staff that provides special project services to the President/CEO and members of the executive leadership group; manages the District's travel services function; serves as liaison with the Board of Port Commissioners, San Diego Unified Port District (District) executives, staff, elected and appointed officials of other governmental agencies and the public on behalf of the Board of Port Commissioners; and performs related duties as assigned.
Manager, Commissioner & Executive Services is responsible for managing and administering the daily operations and administrative functions of the Office of Commissioner and Executive Services. The incumbent ensures the timely flow of District information to and from the members of the Board of Port Commissioners in a highly sensitive and rapidly changing environment. This includes working with Board committees and District staff to coordinate and follow up on matters of interest to the Board and to ensure that Board policy requirements and notice requirements of the Brown Act are met. The incumbent performs difficult, diverse and highly confidential duties in support of the President/CEO and Board of Port Commissioners in their interactions with top elected officials, officials of other governmental agencies, District division/department heads, business and community organizations, interest groups, the media and the public.
Duties and Responsibilities
The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
1. Plans, organizes, controls, manages, integrates and evaluates the work of Commissioner and Executive Services staff, develops, implements and monitors work plans to achieve office mission, goals and performance measures; supervises and develops, implements and evaluates work programs, plans, processes, systems and procedures to achieve Port and office goals consistent with the District's quality and customer service expectations.
2. Plans, organizes, supervises and evaluates the work of assigned staff in Commissioner and Executive Services ; establishes performance requirements and personal development targets; regularly monitors performance and provides coaching for performance improvement and development; recommends compensation and provides other rewards to recognize performance; subject to management concurrence, takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with the District's personnel policies.
3. Provides day-to-day leadership and coordinates work with executives, managers and other staff to ensure a high performance, customer service-oriented work environment which supports achieving the District's mission, objectives and values; provides leadership and participates in programs that promote workplace diversity and a positive employee relations environment.
4. Serves as liaison with the Board of Port Commissioners, District executives and managers and other public and private entities on day-to-day District business matters.
5. On behalf of Commissioners, follows-up with departments on a wide variety of issues, including minutes of advisory committee meetings, responses to correspondence or calls received for Commissioners and status of Board-directed actions.
6. Works with Deputy District Clerk/Docket Coordinator to ensure Board Advisory Committees agendas are prepared and noticed by the District Clerk within applicable time limits.
7. Reviews, determines the priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed; acts as liaison in coordinating matters between the Executive Offices, Commissioner and Travel Services section and other department heads and managers.
8. Drafts memoranda, correspondence, board agenda materials and other documents and reports often of a highly sensitive and confidential nature in response to Commissioner mail or Board requests; ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures.
9. Coordinates, arranges and confirms meetings; plans, makes arrangements for and coordinates functions, including events for visiting elected officials and other dignitaries; screens requests for appointments.
10. Receives and screens telephone calls and other inquiries, providing information and handling issues that may require sensitivity and the use of sound independent judgment; responds to requests for information and complaints, refers matters to appropriate staff and/or takes or recommends action to resolve the request or complaint.
11. Researches and assembles information from a variety of sources for the preparation of reports and correspondence for the Board of Port Commissioners.
12. Recommends and follows-up on revisions to Board policies, including preparing agenda items for Board approval; recommends organizational, procedural or other changes.
13. Coordinates with the Port Attorney and records management staff to assist in responding to public records requests involving Commissioners.
14. Prepares and administers the Board of Port Commissioners non-personnel budget; reviews and processes expense reports and reviews direct payment requests for the Board.
15. Attends Board, Executive Committee, executive staff, senior staff and leadership group meetings as required.
To foster a world-class Port through excellence in public service.
The San Diego Unified Port District will protect the Tidelands Trust resources by providing economic vitality and community benefit through a balanced approach to maritime industry, tourism, water and land recreation, environmental stewardship and public safety.