EXECUTIVE ASSISTANT

Job Description

*** All completed applications for this position must be submitted online no later than 5:00 pm, on the closing date of the recruitment. PAPER APPLICATIONS WILL NOT BE ACCEPTED . Please follow all submission instructions to ensure your application is complete. Resumes will not be accepted in lieu of online applications, therefore, it is important for online applications to be completed fully. Late applications will not be accepted beyond the closing time and date for any reason, including any technical issues, such as system, browser, or computer failures, etc. ***

The Port is currently recruiting for the position of Executive Assistant. The current vacancy is in the Public Engagement Office. Under general supervision, the Executive Assistant performs a wide-variety of complex and confidential professional and administrative support work for any one of the highest level of executive positions at the Port of Oakland.

Examples of Duties

Any one position may not include all the duties listed, nor do the examples cover all the duties which may be performed. Incumbent may perform other related duties at the equivalent level.

• Provides professional and administrative assistance in the management of an assigned Port program including, but not limited to, development of the Port budget, business operation and/or operational analysis.
• Compiles and interprets various data to project future operational and resource needs.
• Represents the department and maintains liaison with other Port divisions and departments in areas of mutual concern; maintains liaison with representatives of business and community organizations and the public regarding administrative and issues relating to assigned work unit.
• Assists in coordinating budget activities with assigned unit; collects budget data submitted from staff.
• Assists in the development of financial analyses to assess budgetary compliance with actual performance
• Performs advanced level administrative duties including but not limited to typing, copying, transcription, filing, and reception duties.
• Coordinates the executive's calendar, including but not limited to scheduling appointments, arranging travel, and securing accommodations.
• Prepares for meetings, including but not limited to securing sites, securing materials, producing materials, and assembling and distributing agendas.
• Composes, edits, produces and disseminates correspondence, reports and analysis requiring a thorough knowledge of organizational structure, policies and procedures.
• Prepares meeting notes and minutes; prepares summary reports as needed.
• Establishes office records retention and retrieval systems, clerical procedures and office procedural manuals for other support staff.
• Supervises, trains and evaluates performance of other support staff.
• Performs other related duties.

Minimum Qualifications

EDUCATION AND EXPERIENCE

This classification requires a combination of education and experience reflecting possession of the required knowledge and skills. A typical combination would include graduation from high school and six years of increasingly responsible administrative experience.

KNOWLEDGE, SKILLS AND ABILITIES

To perform the typical tasks and duties of the position successfully, the knowledge, skills and/or abilities listed below are required.

Knowledge of:

• Office procedures and records systems to organize executive offices records and set up procedures.
• Modern office technology and equipment proficiency in computer, fax, and phone systems.
• Basic principles of budget preparation, analysis, forecasting and control.
• Basic principles and procedures of financial record keeping and reporting.
• Principles of public administration.
• Computer applications and hardware and software related to the work.

Ability to:

• Communicate orally to give clear, concise information and instructions.
• Compose clear, concise, grammatically correct correspondence and reports.
• Interpret, address and edit correspondence, documents, and forms and to perform research and compile data as needed.
• Transcribe notes and produce concise correspondence and reports from dictation.
• Prepare studies and reports concerning complex matters and situations.
• Interpret, explain and apply complex policies, regulations and procedures.
• Prepare clear and accurate reports, correspondence, procedures, policies and other written materials.
• Represent the department and the Port in meetings with others.
• Organize and prioritize work and meet critical deadlines.
• Supervise, train and evaluate support staff.
• Handle tasks and assignments which are confidential in nature.
• Exercise sound independent judgment within general policy guidelines.
• Establish and maintain effective working relationships with those contacted in the performance of duties and to work as a team.
• Work under deadlines and coordinate several concurrent assignments.
• Work with minimum supervision.

THE SELECTION PROCESS

Stage I: Application and Supplemental Questionnaire Evaluation (Pass/Fail) - The first stage in the selection process will consist of an application and supplemental questionnaire, appraisal review (pass/fail). Applications submitted without a completed supplemental questionnaire will not be given further consideration. Meeting the minimum qualifications does not guarantee advancement to the next stage. Only the most suitably qualified candidates will be invited to Stage II.

Stage II: Assessment Examination (Weighted 100%) - The second stage of the selection process may consist of a combination of job-related situational project exercises and an oral panel interview designed to assess technical knowledge and any additional KSAs. Job-related situational project exercises may consist of written exercises, performance exercises or other situational exercises that would assess the KSAs. The Assessment Examination is designed to test the applicant’s overall aptitude for the position.

Candidates must achieve a scale score of 70 or more on this examination to be placed on the eligible list for employment consideration . The Port reserves the right to modify the selection process, as necessary, to conform to administrative or business necessity.
ADVISORIES

Immigration and Reform Control Act: In compliance with the Immigration and Reform Act of 1986, the Port of Oakland will only hire individuals who are legally authorized to work in the United States. Social Security card must be presented, and the name on it must match the name on the application.

Americans with Disabilities (ADA): In compliance with State and Federal Laws, the Port will employ and promote qualified individuals without regard to disability. The Port is committed to making reasonable accommodations in the selection process and in the work environment. Individuals requesting reasonable accommodations during the selection process must notify Nancy Phetdaravanh at nphetdaravanh@portoakland.com within seven (7) calendar days of the closing date of the job announcement. The Port requires applicants to provide supporting medical documentation to substantiate a request for reasonable accommodation.

The Port of Oakland is an Equal Opportunity Employer

Additional Requirements

This classification requires each incumbent to successfully complete a Transportation Security Administration (TSA) background check, which will include a fingerprint-based Criminal History Records Check (CHRC) and a Security Threat Assessment (STA), prior to being considered for this position. This status must be maintained for the duration of employment.

The Port of Oakland'sbenefit program ranks among the best in the region for public jurisdictions and is designed to reward performance and promote a balanced lifestyle, both at the workplace and away from the workplace, for its employees and their families. The Port is committed to the health and well-being of its employees and has been recognized as a FIT-Friendly Employer by the American Heart Association.

• The Port is part of the California Public Employees Retirement System (CalPERS). CalPERS is a defined pension provided to regular full-time employees that work for the Port. The CalPERS defined pension is based on predetermined formula that factors in an employee's earnings history, tenure of service and age. The retirement formula for new hires is 2% at 62 years of age or 2.5% at 55 for with other CalPERS service and/or reciprocity.
• The Port offers retiree medical benefits for employees and dependents after 10 years of CalPERS service (including 5 years at the Port).
• The Port pays 100% of the premium cost for employees and dependent health insurance coverage not to exceed the Kaiser-HMO Family Plan; cash in lieu of medical benefit is also available.
• The Port pays 100% of the premium cost for dental and vision coverage.
• The Port pays 100% of the premium cost for Long Term Disability (LTD) coverage and reimburses employees for the State Disability Insurance.
• The Port pays 100% of the premium cost for life insurance at one-time annual salary with certain limits.
• The Port offers aDeferred Compensation Plan allowing employees to save and invest money for retirement with tax benefits.

Time Away from Work

• From 2 to 5 weeks of vacation depending on years of employment at the Port.
• 10 days of management leave for employees exempt from the Fair Labor Standards Act (FLSA).
• 1 paid Floating Holiday per year.
• 12 days of sick leave per year after three months of employment which includes 4 days of personal leave.
• 13paid holidays as well as the second half of the shift on December 24 and December 31.

Closing Date/Time: 2/10/2025 5:00 PM Pacific

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• Port of Oakland

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