City of Des Moines Washington
  • 09-Feb-2018 to 23-Feb-2018 (PST)
  • Marina
  • Des Moines, WA, USA
  • $55,692 to $67,704 annually
  • Hourly
  • Regular Full-Time

The City provides an attractive benefits package which includes Washington State PERS retirement, a Social Security replacement plan, medical, dental, vision, life, long term disability, and survivor income benefit insurance.


Closing Date:  February 23, 2018.

To Apply:  Complete the City's online application at https://desmoineswa.applicantpro.com/jobs/

Nature of Work

  • Under the general supervision of the Harbormaster, this position provides office management for the Marina. Responsibilities include managing the moorage and billing programs, assisting with the development and monitoring of marketing programs, and providing administrative support to the Harbormaster, Maintenance Manager and Service Manager. Performs a wide variety of complex, highly responsible administrative and customer service functions, working under steady pressure with frequent interruptions and a high degree of public contact by phone and in person. Receives only occasional instruction or assistance as new or unusual situations arise, is fully aware of and able to apply the operating procedures and policies of the department, and is expected to operate with minimal supervision. Provides lead direction, work coordination and training to related staff.

Job Classification

  • Office Manager I is the lead level in the administrative support series and is distinguished from the lower levels of the series by the requirement for providing lead direction and work coordination with other staff, advanced job knowledge, and increased responsibility, proficiency, initiative, and independent judgment. Performs difficult, complex, and technical work which requires demonstrated proficiency in all aspects of the assignment, and the use of independent judgment and decision making skills to analyze and resolve non-routine problems. May act on behalf of Marina management staff in their absence as assigned.  Provides ongoing lead direction to the Office Specialist; provides direction and work coordination with maintenance staff via the Marina's work order database. Directs the work of maintenance staff during the temporary absence of supervisory/lead staff.

Essential Functions

  • Manages and operates the Marina's computer systems including but not limited to permanent moorage, winter moorage, shared moorage, key card database, parking lot database, work order database, and accounting system database.  
  • Manages the pre-paid moorage programs; monitors the moorage assignment process to ensure that procedures are followed, lease agreements and sub-lease agreements are signed, and files are complete.
  • Responsible for creating and maintaining the Marina's social media programs including the Marina website, Facebook Page, Google Calendar and MailChimp notices. 
  • Resolves accounts receivable problems and issues involving Marina Policy and Procedures with tenants and customers; refers delinquent accounts to the City's collection agency for collection.  
  • Trains and provides lead direction to assigned staff.  
  • Assists with the preparation of the Marina Administration's budget.  Monitors and controls expenditures in accordance with City budget policies.  
  • May act as initial onsite supervisor for emergency situations such as sinking boats and fuel spills until Marina management or assigned maintenance staff arrive on scene; communicates with the Coast Guard and/or other agencies concerning emergencies or boating safety matters.
  • In the absence of management staff and the Marina Maintenance Lead, directs the work of and monitors the activities of Harbor Attendants and Harbor Aides.  
  • Manages the rental of the dry-sheds and long-term storage spaces.  
  • Creates and mails monthly billings. 
  • Collects fees and applies payments to appropriate accounts. 
  • Reconciles daily receipts and prepares necessary reports, including daily deposits.  
  • Refers delinquent accounts to the City's collection agency for collection.  
  • Maintains, balances, and distributes petty cash account.  
  • Based on analysis, research, and Marina knowledge, prepares and compiles correspondence, reports, etc. 
  • Creates and maintains complex spreadsheets and databases; prepares reports, queries, and charts, such as the paid parking system, CCTV system, and gate system.
  • Provides administrative support to the Harbormaster and Assistant Harbormaster including performing research, scheduling meetings, managing correspondence and reports, and maintaining files.  
  • Orders and maintains office supplies.
  • Prepares payroll recap forms.  Maintains and tracks time sheets, vacation and sick leave requests.  
  • Provides notary services.  
  • Answers the telephone and directs calls to appropriate personnel.
  • Provides initial citizen contact, answers inquiries or directs them to appropriate personnel.
  • Provides necessary support services to the Assistant Harbormaster to ensure that tenants comply with vessel size and ownership rules.  
  • Initiates full range of human resources actions; drafts job descriptions with assistance from Human Resources; prepares and submits job requisitions for recruiting; assists Marina staff  with online employment application system; prepares personnel action forms and job offer letters; assists new hires with hiring paperwork; assembles new-hire packets for signatures. Attends and participates in industry associations.  
  • Establishes and maintains cooperative, effective working relationships with co-workers, other City employees, and the general public using principles of good customer service.
  • Reports for scheduled work with regular, reliable and punctual attendance.
  • Performs other duties as assigned, including but not limited to being assigned to work in other functional areas to cover absences or relief, equalize peak work periods, or balance the workload.

Necessary Knowledge, Skills, and Abilities

  • General knowledge of the recreational boating industry, marine charts and navigation aids local to the area.
  • Knowledge of emergency response procedures in the Puget Sound area.
  • Working knowledge of standard business office practices and procedures.
  • Knowledge of basic accounting principles.
  • Ability to proficiently operate a personal computer, including the use of Word, Excel, PowerPoint, Publisher, and Outlook or similar programs.
  • Ability to formulate and implement service programs that meet the needs of the Marina's customers.
  • Ability to read Puget Sound Tide tables with local corrections.
  • Ability to accurately perform basic math (add, subtract, multiply, divide).
  • Ability to accurately calculate discounts and apply interest. 
  • Ability to accurately process cash and credit card receipts in a timely manner.
  • Ability to create and understand the financial and management reports needed to operate the Marina.
  • Ability to effectively communicate the benefits of the Marina's service programs to the boating public using a variety of media.
  • Ability to effectively deal with employees, management, and the public on a one-to-one or group basis.
  • Ability to analyze situations accurately and adopt an effective course of action.
  • Ability to plan and organize work.
  • Ability to perform the essential functions of the position.

Education and Experience Requirements

  • Associate's degree in business administration (bachelor's degree preferred) in business administration, accounting, marketing, recreation or a related field OR an equivalent combination of education and experience providing comparable knowledge, skills and abilities; AND
  • Four years of progressively responsible experience in office/clerical, bookkeeping, accounting or general administrative support work.
  • Marina office/clerical work experience preferred.

Special Requirements

  • Must obtain Notary certification within six (6) months of employment.
  • Possession of and the ability to maintain throughout employment a valid Washington State Driver's License with a good driving record.
  • Successful completion of a pre-employment background and criminal history check.
  • Because of the known effects of tobacco use, the City of Des Moines does not hire applicants who use tobacco products.

Working Conditions and Physical Abilities

  • Work is performed in an office setting.  Occasional attendance at night meetings, early meetings, and weekend events may be required.  Occasional travel to off-site locations is required.  Hand-eye coordination and fine-manipulation skills are necessary to operate computers and a variety of office machinery.  The position also requires the ability to speak and hear to exchange information, the ability to sit for extended periods of time, and the ability to bend and stretch to retrieve and maintain files and records.  

Equal Opportunity Employer

  • The City of Des Moines is committed to hiring a diverse workforce and all qualified applicants, including all ethnic backgrounds and persons with disabilities, are encouraged to apply. The City is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, sex, age, color, religion, national origin, marital status, sexual orientation, veteran status, disability status, or any other basis prohibited by federal, state, or local law.
  • In accordance with the Americans with Disabilities Act, an employer is obligated to make a reasonable accommodation only to the known limitations of an otherwise qualified individual with a disability. In general, it is the responsibility of the applicant or employee with a disability to inform the employer that an accommodation is needed to participate in the application process, to perform essential job functions or to receive equal benefits and privileges of employment.

General Information

  • The statements contained herein reflect general details as necessary to describe the principal functions for this job classification, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. 
  • The physical abilities described above are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The provisions of this job description do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice. 

 

City of Des Moines Washington
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