Management Assistant

Under the direction and supervision of the Business Operations Analyst or the Business Operations Manager, the Management Assistant entails a variety of responsibilities that provide support to the Ventura Port District Administrative Team. These responsibilities include: 1) managing requirements for commercial identification (CID) cards, contracts, leases, professional service agreements, and licenses; 2) assists with the leasing life cycle for Ventura Harbor Village; 3) supports the Marina Department with record keeping; 4) prepares grant applications and manages grant reporting; and 5) addresses tenant and public inquiries as well as communicates updates (in-person, virtually, and via email or phone).

ESSENTIAL FUNCTIONS

Administrative

• Delivers exceptional customer service to all visitors, adeptly addressing inquiries and guiding them to the relevant individuals or departments with courtesy.
• Receives payments and issues receipts for CID cards, boat launch parking permits, and other payments received at the front desk.
• Prepares, processes, and manages all necessary records regarding the issuance of CID cards and assists with administrative record keeping and filing.
• Executes projects covering a wide variety of subject matter and special studies as assigned by the Business Operations Analyst, Business Operations Manager, and/or General Manager.
• Digitize historical documents into electronic format through scanning.
• Provides Board Clerk and Accounting assistance when needed.

Leasing

• Drafts preliminary Ventura Harbor Village lease agreements for existing and prospective tenants, subject to review by the Business Operations Analyst, Business Operations Manager, and/or Deputy General Manager.
• Utilizes property management software to process applications, enter lease information, and oversee the full lease life cycle.
• Ensures tenants’ monthly gross sales reports are documented and initiate follow-up communication to tenants requesting sales information.
• Supports Marina Department in organizing and archiving marina lease agreements.
• Works to track and report the receipt of rent and security deposit payments.
• Collects and maintains records of current tenant insurance and business licenses, as required.
• Identifies tenant payment delinquencies and reports to Business Operations Analyst and Business Operations Manager to resolve.
• Maintain the emergency tenant information directory.
• Manages the leasing page website.

Grant Management

• Assists the Business Operations Team with grant applications.
• Supports the Business Operations Team in monitoring and ensuring compliance with grant terms and conditions.
• Prepares and submits required reports as well as responds to inquiries to funding agencies under the direction of the Business Operations Team.
• Collaborates with internal teams and external partners involved in grant-funded projects.

KNOWLEDGE/ABILITIES/SKILLS  

Knowledge Of:

• Microsoft Word, Excel, Outlook, PowerPoint, Microsoft Forms and general computer operation.
• Excellent grammar, spelling, and punctuation.
• Effective oral and written communication skills.

Ability To:

• Provide a high level of customer service.
• Be able to manage multiple assignments and tasks with differing deadlines and priorities.
• Read and comprehend instructions, correspondence, and memos.
• Write simple, effective correspondence with a strong emphasis on customer service.
• Effectively present information in one-on-one and small group situations to the general public and fellow employees of the organization.
• Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Prioritize work proactively and on own initiative.
• Assist customers and tenants to address inquiries and/or problems with support from various departments.
• Work effectively as a collaborative team member, fostering open communication and contributing positively to group dynamics.
• Provide a positive working attitude, initiative-taking, and accountability.
• Demonstrate a strong commitment to continuous learning and professional development.

Skill To:

• Proficiently operate computers and skillfully use a range of word processing and spreadsheet software applications.
• Operate miscellaneous office equipment incidental to completing duties.
• Experience using web-based software.

EXPERIENCE, EDUCATION, LICENSES, AND CERTIFICATIONS

• Associate’s degree required. Bachelor’s degree preferred.
• One to two years of experience in office management and bookkeeping preferred.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS

The person in this position works primarily in an indoor office environment but may be required to travel to meet with others or for training purposes or to deliver and/or pick up documents. Position requires the ability to traverse one story of steps two or more times per day, and requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities.  The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard.  Additionally, the position requires near vision in reading correspondence, statistical data, and using a computer.  Acute hearing is required when providing phone and personal service.  The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required.

 Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

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• Ventura Port District

• 8058642741