Salary : $50,500.00 - $75,750.00 Annually Location : Olympia, WA Job Type: Full Time Job Number: BOYRDADM24 Department: Swantown Boatworks Opening Date: 10/04/2024 Closing Date: 11/3/2024 11:59 PM Pacific Job Description Position Open Until Filled This position is open to internal candidates ONLY for 7 days from the release date, until October 11th. Any staff interested in this opportunity should apply and submit their interest to Human Resources Manager, Tracy Aga. While we are giving preference to internal staff for one week, we will release the recruitment externally to solicit interest should no internal candidates apply. The Community Headquartered in Olympia, Washington, the Port of Olympia serves all of Thurston County community as an economic engine, a strong community partner, and a responsible environmental steward. Olympia is home to a wide variety of industries, including state government, health care, retail, military, education, construction, farming, fishing, and logging, and has an active arts community. The region has a wide array of public parks and nature conservation areas. Majestic Mount Rainier and the rugged Cascade Mountains are nearby to the east, while the Pacific Coast is just an hour's drive to the west. Located on Budd Inlet, the southernmost point of Puget Sound, the area offers significant opportunities for a diversity of water enthusiasts. The OrganizationEstablished in 1922, the Port serves the community by promoting trade, supporting family-wage jobs, and improving the environment. Today, more than 5,000 jobs and nearly $715.5 million in economic activity in Thurston County depend on the Port of Olympia. The Port of Olympia is governed by an elected Commission, which sets policies and strategic direction for the organization. The Commission appoints the Port's Executive Director, who is responsible for the ongoing management of the Port's staff, operations, budget, enterprises, and facilities. The Port of Olympia operates with 51 FTEs across multiple departments and four business units which include:
Marine Terminal Airport Swantown Marina and Boatworks Real Estate Learn more about who we are at: The Position The Boatyard Office Administrator is responsible for the management and administration of the boatyard office and tracking and billing of all boatyard business activity. Administrative duties include customer service to internal and external customers, general office duties, special projects, implementation and compliance of Port policies, rules, and regulations, as well as state environmental laws and safety regulations, scheduling, basic bookkeeping, maintaining office and boatyard supplies, purchasing inventory, mail distribution, monthly operational reports, occupancy reports, monitoring budget compliance, and record-keeping for all regulatory agencies. Coordinates with the Boatyard Foreperson to maximize the haul-out schedule activity and strategically organizes the Storage Yard for optimal capacity. Actively works with and coordinates marine trade activity and accommodates various requests to promote local economic development. Advises the Senior Harbor Manager and updates forms and business practices to reduce potential liabilities and maintain legal compliance with state regulations and laws. Performs record keeping for Department of Ecology inspections, Department of Natural Resources (DNR) derelict vessels, Olympic Region Clean Air Agency (ORCAA) reporting, Labor and Industries (L&I) documents, and auditable transactions. Examples of Duties The essential duties and responsibilities of this position include, but are not limited to the following:
- Responsible for the coordination of the boatyard office.
- Coordinate and schedule customer haul-outs, launches, crane services, and other marine service activities in the boatyard.
- Coordinate with the Boatyard Foreperson and Boatyard Technician staff in maximizing the haul-out schedule activity, and strategically organizing the storage yard for optimal capacity.
- Provide direct administrative support to the Boatyard Foreperson as needed.
- Represent the Port when communicating with customers, vendors, tenants, concessionaires, governmental/tribal agencies, and members of the general public.
- Provide information to boat owners regarding Port rules and regulations, best management practices, service tariffs, haul-out and storage services, and other related information.
- Model exceptional customer service with internal and external customers, and lead boatyard and Port staff to follow suit.
- Act as a primary administrator in the collection and daily processing of Boatworks revenues and monies, basic daily bookkeeping related to accounts receivable, including but not limited to daily bank deposits, cash handling, customer and vendor payments, work order tracking, and maintaining internal controls.
- When needed, assist with daily Boatyard Technician vessel haul-outs, docking, blocking, securing, storage, and pressure washing activities.
- Perform business record keeping, storage contract initiations, invoicing, file system maintenance, yearly archiving management, equipment/supply ordering, and business correspondence while maintaining appropriate internal controls.
- Receive and confer with the general public by telephone, in person, and by email.
- Ensure that each customer is informed of, and maintains, compliance with all Washington Department of Ecology environmental regulations and best management practices, as well as Swantown rules and regulations.
- Administer vendor program by tracking all work and ensuring proper documentation. Confirm insurance licenses are current, bill all fees via payment letters, and ensure the information in the Boatworks office and website are accurate and up to date, as well as keeping both customers and vendors informed of any changes.
- Act as the primary administrator for long-term storage program, including space designation and logistics, communications and billing with customers, letter writing, and waitlist upkeep.
- Track and process all impound practices in the boatyard, per RCW. 53.08.320.
- Track and process all derelict vessels and demolition boats, as directed by DNR contracts, including coordinating equipment delivery with maintenance and scrap sales.
- Coordinate with contractors and the public for work dock space, including vessels coming by water, and those launching from the yard.
- Gather local information literature for customers and keep the office stocked.
- Process all administrative duties: letter writing, pamphlet design, power points, copy, fax, scan, email, and mailings.
- Assure boatyard office resources are available and maintained, including equipment supplies and services for staff and the public.
- Update, monitor, and stage changes needed for work dock audits and boatyard space availability.
- Perform daily cleaning activities to the boatyard, docks, offices, and other public areas as needed.
- Performs other duties and responsibilities as assigned.
QualificationsExperience / Education
- Associate's degree in business administration or related field, or equivalent education/experience.
- Preferred vocational/college courses in business, office administration, and computer technology.
- Four years of business office experience (education may substitute for up to 2 years experience).
- Marine business experience and basic boat operating/maintenance experience are desired.
- Preferred experience working for a government agency.
Required Knowledge / Skills / Abilities
- Ability to communicate courteously and professionally with customers and the general public.
- Oral and written communication skills.
- Basic bookkeeping skills.
- Analytical / problem-solving skills.
- Intermediate typing and computer skills.
- Advanced office and customer service skills.
- Ability to readily detect mistakes and trace errors and omissions.
- Initiative in promoting the Port's good public image.
- Ability to work around extremely hazardous waste.
- Ability to operate/learn to maneuver equipment, including forklifts, workboats, pressure washers, and other port equipment.
- Ability to manage multiple tasks with frequent interruption.
- Comfortable working under and around large suspended loads weighing up to 82 tons.
- Ability to perform basic cleaning and maintenance to marine facilities.
- Ability to use hand tools related to the position.
- Ability to lift, push, and pull 50 pounds.
- Valid Washington State driver's license.
- Willingness to obtain a CPR/ First-Aid certification.
- Willingness to obtain a Hazardous Waste Operations and Emergency Response (HAZWOPER) certification.
- Willingness to obtain a Forklift certification
Supplemental Information The Port of Olympia is committed to providing equal employment opportunity and equal access in a non-discriminatory manner to its programs and services for all persons without regard to race, creed, color, marital status, gender, sexual orientation, religion, age, national origin, political affiliation, honorably discharged veteran or military status, or the presence of any real or perceived sensory, mental, or physical disability. Persons requiring accommodation in the application process or for an alternative format may contact the Human Resources Manager, Tracy Aga at (360) ###-#### or . Persons of disability or those who are deaf or hard of hearing can call the Washington Relay Service by dialing 7-1-1 or 1-800-### ####. The Port of Olympia complies with the employment eligibility verification requirements of the Federal Form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment. Compensation and Benefits$55,500 - $75,750 Medical, prescription, vision, and dental insurance with no out-of-pocket employee premiums and full coverage for employee, spouse, and all eligible dependents. Life and AD&D insurance with a maximum of $100,000. 12 paid holidays. Earned vacation and sick leave Bereavement leave Educational assistance Long-term disability insurance with optional additional coverage paid by the employee. Washington State Retirement System Wellness fringe benefit Optional AFLAC Optional Ameriflex FSA. The Port of Olympia has an excellent benefit package. The benefit includes medical, dental, vision and prescription insurance with no out of pocket employee premiums for employee and qualified family members. In addition, the Port of Olympia offers it's employees life insurance, long term disability insurance, state retirement benefits, deferred compensation benefits, vacation and sick leave, paid holidays, training and college reimbursement plans, and health and wellness benefits. 01 Please describe your customer service experience and abilities in building and maintaining good customer/public/staff relations. 02 Provide some examples and experience with managing multiple projects and priorities. 03 What experience do you have with bookkeeping and invoicing/service orders? 04 Do you have anything else you would like to list regarding your expertise or specialty areas? 05 Although boating or marine experience is not required, please provide any boating or marine experience you might have. Required Question