Under general supervision, serves as primary assistant to an Vice President or Assistant Vice President and performs a wide variety of difficult, sensitive and confidential administrative support functions; serves as liaison with internal and external District customers and stakeholders; may provide work direction to other administrative support staff; and performs related duties as assigned.
Incumbents in this class provide complex, diverse and confidential administrative support services to Vice President and Assistant Vice Presidents, often in a highly sensitive and rapidly changing environment involving the Board of Port Commissioners, elected officials, business and community leaders and the media.
Assistant to Vice President is distinguished from Executive Assistant II in that incumbents in the former class perform a variety of difficult, sensitive and confidential support services for a Vice President or Assistant Vice President, requiring a high degree of independent judgment and a thorough knowledge of District functions, policies and procedures. Incumbents in this class operate in an environment characterized by involvement in broad District-wide issues and interaction with top executives, elected officials, key District customers and stakeholders and the media on complex and sensitive matters.
Essential 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.
Serves as primary assistant to an Vice President or Assistant Vice President; represents the executive in interactions with internal and external District customers and stakeholders.
Performs a wide variety of administrative duties to support the work of the executive, including but not limited to: preparing office budgets and monitoring budget expenditures, reviewing and preparing requests for payment, drafting Requests for Proposals, placing and mailing out RFP's, maintaining RFP database, scheduling interviews for RFP interview panels and conducting research and assembling and summarizing information from a variety of sources for special projects and reports.
Reviews, proofreads and edits agenda items for board meetings; maintains files for agenda materials; provides information to department heads and managers on pending board matters, draft legislation, District projects and assignments and a variety of other matters; follows-up and tracks action items for the executive; provides information to legislative consultants to assist them with scheduling meetings or appointments with legislative delegation.
Maintains the Vice President's calendar; coordinates, arranges and confirms meetings; arranges for meeting setup and refreshments; attends board and other meetings, takes notes and transcribes minutes; screens requests for appointments; coordinates and arranges special receptions, luncheons, tours and briefings for special groups and individuals.
Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conducts research, responds to requests for information and complaints from officials, customers and the public, refers the request or complaint to appropriate staff and/or takes or recommends action to resolve the issue; reviews, determines the priority and routes incoming correspondence.
Prepares technical worksheets, tables and computations; establishes and maintains databases for a variety of purposes.
Types and/or drafts memoranda, correspondence, reports, agreements, presentations, overheads, forms and other documents from drafts, notes, dictation or brief oral instructions, using word processing software; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; sends and receives faxes.
Prepares travel and training requests; coordinates making travel and other arrangements for conferences and business trips; compiles expense reports.
Attends to a variety of office administrative details such as establishing, organizing and maintaining confidential, subject and tickler files; ordering supplies.
Performs special project assignments as directed.
Provides work guidance and training to other administrative support staff on District methods and practices.
Assists and provides backup to other administrative support staff in the executive's office.
District organization, functions, operations, ordinances, rules, policies and procedures.
Basic functions of public agencies, including the role and responsibilities of a public governing board and rules and regulations for the conduct of public meetings.
The San Diego Unified Port District Act and other laws, regulations and policies governing the administration of a public agency in the State of California applicable to assigned areas of work.
Office administrative and management practices and procedures.
Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
Advanced uses of word processing, spreadsheet, graphics and other business management software standard to the District.
Budgeting, recordkeeping, filing and purchasing practices and procedures.
Plan, organize and carry out the daily activities and administrative functions of an Vice President's or Assistant Vice President's office in a sensitive, highly visible and dynamic political and organizational environment, requiring management of multiple and rapidly changing priorities.
Take and transcribe dictation and/or type accurately at a speed necessary to meet the requirements of the position.
Analyze difficult and sensitive problems and situations, evaluate alternatives and make sound, appropriate recommendations and decisions.
Organize, set priorities and exercise sound independent judgment within areas of responsibility.
Understand and apply laws, codes, regulations, rules and policies applicable to areas of responsibility.
Organize, research and maintain office filing systems and document management databases.
Make a wide variety of logistical arrangements independently or from brief instructions.
Communicate clearly and effectively orally and in writing.
Prepare clear, accurate and concise correspondence, records, reports and other documents.
Maintain highly sensitive and confidential information.
Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals.
Establish and maintain highly effective working relationships with Commissioners, District executives, elected and appointed officials of other governmental agencies, staff, community and business leaders, customers, the media, the public and others encountered in the course of work.
Education, Training and Experience:
Graduation from high school or G.E.D. equivalent, and five years of increasingly responsible administrative support or executive secretarial experience. Time served as a District Intern will count towards the years of experience.
Licenses; Certificates; Special Requirements:
A current, valid California Class C driver's license at time of appointment and maintained at all times thereafter in order to operate a vehicle on District business.
This position meets one or more of the criteria for the unclassified service as outlined in San Diego Unified Port District Act Section 72.5(b), and as such is exempted from the classified service.
PHYSICAL AND MENTAL DEMANDS
Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.
Resolution #: 2016 – 135
Dated: September 8, 2016