ADMINISTRATIVE SPECIALIST

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 of Oakland is currently recruiting for the position of Administrative Specialist in Aviation Security. Under direction, the incumbent serves as the lead administrative support staff member for an assigned Port executive and department staff. The incumbent provides staff support for departmental functions and administration and performs related duties as assigned.

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.

• Types and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft or verbal instruction; reviews materials for completeness, accuracy, format and compliance with policies and procedures; initiates or drafts complex, but non-technical correspondence for appropriate signature.
• Performs a wide variety of responsible, complex and technical administrative, secretarial and clerical duties in support of the staff of an assigned department; follows-up on special projects and assignments; keeps informed of status of projects.
• Attends a variety of meetings; prepares and compiles agenda packets; takes and prepares minutes; disseminates information, as appropriate.
• Researches and compiles a variety of informational and/or confidential materials from sources both inside and outside the assigned area; summarizes information as directed.
• Prepares, assembles and distributes agendas and accompanying materials for assigned meetings; records, transcribes and distributes minutes of meetings
• Establishes and maintains a variety of department filing systems, databases, records and rosters; organizes and maintains various administrative, reference and follow-up files; purges files as requested; prepares various documents for filing and indexing.
• Screens office and telephone callers; responds to and resolves complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities.
• Maintains a calendar of activities, meetings and various events for the assigned department; makes arrangements and/or reservations for meetings, travel, lodging, etc.; schedules meetings according to established policies.
• Operates a variety of office equipment including copiers, facsimile machine and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing.
• Relieves managers and supervisors of certain administrative matters by following up on projects, transmitting information and keeping informed of pertinent activities and assisting management in implementing selected departmental activities.
• Assists in the preparation of the budget; attends budget meetings; monitors the cost of department operations against the approved budget; reviews budget performance reports, departmental financial transactions and centralized accounting records to resolve discrepancies and procedural problems.
• Maintains and monitors database of invoices and monies spent; processes invoices through Finance Department.
• Assists in the preparation of contract documents; proofreads and tracks contract documents.
• Organizes own work, sets priorities and meets critical deadlines.
• May oversee the work of lower level clerical support staff as required, including assisting with the selection, training and evaluation of personnel.
• Develops and implements procedures for expediting the flow of clerical work through the office.
• May serve as Executive Assistant when necessary.
• Performs related duties as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE

This position requires a combination of education and experience reflecting possession of the required knowledge, skills, and abilities. A typical combination would include any combination equivalent to graduation from high school or equivalent and one year of secretarial experience providing responsible office and administrative support OR three years of progressively responsible general clerical or office support experience. Business or secretarial school training is desirable.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Working knowledge of modern office practices, procedures and methods, including filing and the operation of standard office equipment.
• Working knowledge of business letter writing, standard format for typed materials, design of filing systems.
• Correct English grammar, spelling and punctuation.
• Standard PC software and hardware.
• Appropriate federal, state, and local government regulations and laws relating to the work performed.
• Port policies and procedures.
• Basic business mathematics.
• Understand and demonstrate proper customer service principles.
• Procedures to the department to which assigned.

Ability to:

• Organize duties and determine priorities in order to meet assigned deadlines.
• Interpret, explain and apply administrative and departmental policy, rules and procedures of assigned department.
• Analyze situations carefully and adopt effective courses of action.
• Communicate effectively in oral and written format by using correct English grammar, spelling, vocabulary and punctuation.
• Compile and maintain complex and extensive records and files.
• Use PC hardware and software.
• Compose general correspondence and documents.
• Use modern office equipment.
• Perform mathematic calculations with speed and accuracy.
• Train and evaluate lower level office support staff.
• Establish and maintain effective work relationships with those contacted in the performance of required duties.
• Work under pressure, completing work in an accurate manner while meeting conflicting deadlines and schedules which are often set by others despite frequent interruptions.
• Use initiative and exercise sound and effective judgment within established guidelines.
• Deal tactfully and effectively with customers and the public.
• Maintain confidentiality of information.
• Physical ability to lift and carry boxes and materials up to 25 pounds.
• Physical ability to type 50 words per minute.

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 of Oakland 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 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 gportugal@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.

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. In addition, the incumbent in this position will be required to complete and pass a U.S. Customs Airport Security Program Check (19CFR122.182). This status must be maintained for the duration of employment at the Airport.

The Port of Oakland is an Equal Opportunity Employer

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: 9/17/2025 5:00 PM Pacific

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• Port of Oakland

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