Career Center

MANAGEMENT ASSISTANT

Salary:  $10,922 - $13,529 / Month (37.5-hour work week)

Oakland, CA

Your Port. Your Community. Your Career.

When you join the Port of Oakland, you become part of a proud local legacy, an organization that touches virtually every resident with its services and programs. The Port of Oakland oversees the Oakland seaport, Oakland International Airport and 20 miles of waterfront. The Oakland seaport is in the top 10 busiest container ports in the U.S.; Oakland International Airport is the second largest San Francisco Bay Area airport offering over 300 daily passenger and cargo flights; and the Port's real estate includes commercial developments such as Jack London Square and hundreds of acres of public parks and conservation areas.

The Port is currently recruiting for the position of Management Assistant. Under direction, the Management Assistant performs difficult and complex professional level administrative and/or management support including performing financial, budget and operational analysis; providing personnel management assistance; developing and administering contractual agreements, leases and grants; evaluating and/or developing division policies and procedures; managing division specific programs and functions; and functioning as a lead with assigned staff. Performs related duties as assigned.

Typical duties may include, but are not limited to the following:

• Develops and/or recommends policies and procedures for a division; evaluates existing policies and procedures; conducts feasibility studies on operational policies and procedures; develops and implements changes to policies and procedures in compliance with overall Port policies.
• Plans, develops and monitors division annual or multi-year budget; performs and/or assists in budget development, resource planning and fiscal reporting; monitors and controls revenues and/or expenditures; performs financial analysis; prepares and/or coordinates reports related to budget.
• Recommends actions related to the personnel needs of a division; receives guidance from human resources in overseeing various personnel related functions including labor contract interpretation, discipline, employee relations; and acts as division liaison with Human Resources.
• Monitors available budget and the procurement of equipment/materials; assists with purchasing; monitors billing and inventory control.
• Leads a staff of subordinate employees such as professional, technical and clerical staff; assists in assigning, directing and evaluating subordinate work; assists with the completion of performance appraisals when needed.
• Coordinates and manages special projects and/or studies; conducts research and reporting for a division; evaluates information from a wide variety of sources; gathers, complies and analyzes statistical information as well as other data; and writes reports and prepares documentations for management review.
• Administers contractual agreements; develops language and specifications; prepares contractual documents; prepares requests for proposals and bid solicitation; evaluates bid information provided by contractors; ensures department/division requirements are accurately described; and establishes and maintains contractual relationships.
• Monitors and oversees grant administration for division; prepares grant proposals, review funding limitations and other specified requirements; monitors division expenditures ensuring that funding limitations are not exceeded and monitors other criteria set forth by grantor.
• Makes presentations to senior managers, supervisors and other personnel and/or agencies on a variety of topics to discuss findings and/or recommendations of findings or studies.
• Develops administrative manuals, handbooks, brochures, reports and related written materials for management and employee use; assists in the review, design, and planning of various programs.
• Develops, implements and/or coordinates division training program, including assessing training needs, researching available training, and working with training providers to set up in-house and off-site training; develops skills training and career development programs.
• Performs other related duties as assigned.

Minimum Qualifications:

This examination is open to persons who have a combination of education and experience that would reflect possession of the required knowledge, skills, and abilities for the position. A typical combination would include the following:

Education: Graduation from an accredited college or university with a Bachelor's degree in business administration, economics, accounting, finance or a closely related field.

Experience: Four years of progressively responsible and complex professional-level administrative work at the level of an Administrative Analyst II including one year of lead experience.

A Master’s degree in a related field is highly desirable and may be substituted for two years of experience.

Licenses: Must possess a valid California Class C driver's license at the time of and for the duration of appointment.

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 at the Port of Oakland. 

Required Knowledge, Skills and Abilities:

Requires knowledge of principals, practices and methods of administration including management principles and techniques, budget preparation and execution, policy and procedural development, procurement, financial monitoring and reporting and general analysis; principals, practices and methods of organizational management, public administration, and personnel management; policy and procedural development principles and procedures; administration of contractual agreements; grant oversight and monitoring, and principles and practices of basic supervision over subordinate employees including training and employee development.

Successful candidates will have the ability to analyze data to formulate logical conclusions and develop effective recommendations on administrative, organizational and operational problems including proposing alternative methods, policies and procedures and accounting for consequences of proposed actions; conduct financial, budgetary and operational analysis; maintain effective working relationships with individuals from various levels within the organization including staff, management and the public; prepare, administer and monitor division budget; utilize computer applications to prepare various types of documents including memorandum, correspondence, written and statistical reports; lead a unit or group of subordinate employees; assist in planning, assigning and monitoring the work of employees; prioritize multiple assignments and/or projects exercising sound judgment; plan, organize and conduct complex studies, reaching sound solutions and recommending solutions in accordance with applicable policies and procedures; communicate orally in a clear, concise and effective manner with management and a variety of internal and external groups; communicate in writing effectively using correct English grammar to produce clear, concise, complete and accurate reports, correspondence and memoranda, and establish and maintain effective working relationships with others.

The Port’s compensation and benefit 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 our 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.  We offer a comprehensive benefit package, including medical, dental, vision, life insurance, 457 plan and paid leave.

To apply for this exceptional opportunity, view supplemental questions and/or obtain more details, please visit us at https://www.portofoakland.com/business/job-center/. Apply by April 7, 2023 at 5:00 PM.

Equal Opportunity Employer