Assistant Port Operations Manager

Matanuska-Susitna Borough - Palmer, AK

Full-time - Mid Level

Palmer, AK

Executive, Legislative, and Other General Government Support

About the position

Under the supervision of the Port Operations Manager, this position is responsible for providing administrative support and coordination of day-to-day operations of Port MacKenzie. Work is performed and duties are carried out in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness, and Teamwork. In addition to the general duties outlined in the Assistant Port Operations Manager job description, the position will be expected to serve as an alternate Facility Security Officer (FSO) in the absence of the Port Operations Manager. This will require compliance with 33 CFR 105 and interfacing with the US Coast Guard, ship agents, and vessel crew as well as providing security guard coordination and training as needed. Regular training is required. Maintenance of the Facility Security Plan (FSP) and coordination of the required audits and training is an essential duty. Possession of or ability to readily obtain a Transportation Worker Identification Credential (TWIC) card is required. This position will require work outside of normal office hours and in inclement weather on an intermittent basis. Trips to and from Port MacKenzie and the DSJ in Palmer will occur frequently. Coordination of VIP events and tours of the port facilities with the public and dignitaries will be required as needed. On occasion, the employee may be required to perform custodial duties at the Port terminal building. Additionally, this position may be exposed to noise, dust, dirt, grease, and machinery with moving parts when working on port premises.

Responsibilities

• Assists with the oversight and coordination of all daily activities regarding port operations, including vessel arrival, departure, on and off loading.
• Assists with developing and implementing programs, protocols, procedures, orders, rules and regulations concerning use and control of port facilities.
• Maintains and updates all internal project tracking data for capital and non-capital projects.
• Coordinates with US Coast Guard, the Federal Communications Commission, the Department of Homeland Security and other State and federal agencies for port terminal operating permits, certificates of adequacy, approval of port security, and operating procedures.
• Prepares presentations to be delivered to a variety of boards, committees, business groups, and community action groups. Interfaces with news media on port issues.
• Assists with preparing the annual port operations budget; tracks expenditures; and performs budget adjustments as necessary.
• Prepares purchasing requests, processes invoices for payment and claims for reimbursement. Bills for and tracks all dockage and wharfage fees.
• Coordinates, plans, creates, composes, edits and distributes all correspondence, legislation and reports including Port Commission packets, agendas, minutes and resolutions.
• Serves as the main records coordinator. Establishes and maintains files, records and other work-related information sources. Assists with any public records requests.
• Develops, compiles, and updates the Port Tariff and coordinates approval by the Federal Maritime Commission.
• Serves as, and assists with training, and oversight of Alternate Facility Security Officers in accordance with the Port MacKenzie Facility Security Plan, Federal Regulation 33 CFR, Maritime Transportation Security Act, and the International Ship and Port Facility Security Code when assigned to support port operations.
• Assists with updating the Port Facility Security Plan; performs the duties of the Facility Security Officer as needed; assists with implementing security plans and documenting all Homeland Security training and exercises; coordinates annual security audits and US Coast Guard inspections.
• Interfaces and coordinates with the US Coast Guard, US Customs and Border Protection, US Department of Agriculture, US Army Corps of Engineers, National Oceanic and Atmospheric Administration, and other State and Federal agencies.
• Coordinates and manages activities associated with Terminal Operator Permits, shipping agents, and contractors for all deliveries and services while the vessel is in port.
• Coordinates with Land Management on tenant site selection and lease development.
• Obtains, compiles, and presents in suitable form a variety of materials related to the Port Director, and/or Port Operations Manager's work; completes special assignments, as assigned; may apply for and track grants from various agencies for the Port.
• Maintains appointment and event calendars, keeps suspense file on recurring and other scheduled requirements for replies and reports.
• Maintains supplies inventory, orders supplies, prepares disbursement requests to process invoices for payment; tracks and prepares division expenses for payment. Enters help tickets into the appropriate system for repairs of systems or equipment.
• Gathers or searches for information from various documents; records information; makes adjustments or corrections; compares or verifies information; compiles data from source documents; computes numerical data.
• Coordinates and manages port website and social media accounts.
• Prepares and submits quarterly grant reports.
• Performs related duties.

Requirements

• High School diploma or equivalent.
• Seven (7) years of progressively responsible experience performing similar administrative and program coordination duties, sufficient to understand the major duties of the position, and to be able to answer questions and resolve problems, including two years in a senior level administrative position.
• Relevant experience may include: managing daily operations; business administration, business development, coordinating significant events; managing staff; overseeing complex scheduling and project management; strategic planning; budgeting and financial administration; policy development and compliance; risk management; resource management; record keeping and documentation; coordination with elected officials; drafting legislation for the assembly; organizing and coordinating meetings for boards and commissions.
• Experience related to port operations is preferred.
• Possession of or ability to readily obtain a valid driver's license issued by the State of Alaska for the type of vehicle or equipment operated.
• Possession of or ability to readily obtain a Transportation Workers Identification Credential (TWIC) needed to perform security duties as required in the Port MacKenzie Facility Security Plan.
• Completion of required Incident Command System (ICS) courses in accordance with established Borough policy.
• Must successfully pass a pre-employment background check and drug screen.

Nice-to-haves

• Experience in port operations or maritime industry.
• Knowledge of federal and state regulations related to port operations.
• Strong communication and interpersonal skills.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Retirement savings plan options.
• Professional development opportunities.