Summary: Under limited supervision, the Executive Administrative Assistant to the Harbormaster is responsible for the professional and efficient management of visitors, marina tenants, telephone calls, walk-ins for slip reservations for daily, monthly, or yearly leases. The Executive Administrative Assistant to the Harbormaster is also responsible for event coordination and rentals of marina pavilions, billing of all marina utilities and slip leases to boat owners and overseeing day-to-day operations. The Executive Administrative Assistant to the Harbormaster is responsible for assuming all duties of the Harbormaster in their absence. 

Essential Duties and Responsibilities include the following: This list is illustrative only and is not a comprehensive listing of all functions and duties performed by and/or under this position.  

• Provides quality customer service by greeting internal and external customers and determines the nature of business. 
• Must have an excellent degree of cooperation with other staff members and the public. 
• Must be able to work efficiently in an independent work environment; 
• Must have excellent Accounting Skills including A/P, A/R and reporting to coordinate with City Accounting Department. 
• Ability to multi-task. 
• Ability to work in a fast-paced, high stress environment. 
• Maintain and organize all Marina Events in Marina Pavilions. 
• Maintain all marina boat leases and utility billing for all City boat slips. 
• Maintain Auto Debit agreements for boat leases and billing. 
• Manage and maintain list for dock boxes, usages placement and other marina maintenance items.  
• Manage and maintain records of all purchases including preparing purchase orders and organizing invoice copies and account coding for the City Accounting Department. 
• Monitor and maintain ice, marina tenants, fish housing cleaning, bathroom maintenance and pump-out facilities. 
• Report any mechanical or structural failures of the facilities to the Harbormaster and assist in the coordination of repair and maintenance. 
• Assists in policing the Municipal Harbor and Roberts Point Park to ensure enforcement of laws, regulations and policies governing navigable waters and property under the jurisdiction of the municipality. 
• Trains staff on work methods, procedures, and techniques. • Assist Harbormaster as needed 
• Other duties may be assigned. 

Supervisory Responsibilities: This position has direct supervisory responsibility when assuming the duties of Harbormaster. 

Competencies: To perform the job successfully, an individual should demonstrate the following competencies-  

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance. 
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions. 
• Written Communication - Writes clearly and informatively; Able to read and interpret written information. 
• Leadership – Exhibits confidence in self and others; Accepts feedback from others.   
• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness. 
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Support’s organization's goals and values.  
• Judgment- Displays willingness to make decisions; Exhibits sound and accurate judgment; • Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently. 
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions. 
• Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality. 
• Quantity – Meets productivity standards; Completes work in timely manner. 
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.  
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent.  
• Dependability- Follows instructions, responds to management direction; Takes responsibility for own actions.   
• Initiative - Volunteers readily; Undertakes self-development activities; Looks for and takes advantage of opportunities; Asks for and offers help when needed. 

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Required to work weekend and Holidays. Some overtime may be required. Supervisory Skills are a plus but not required.  

Education and/or Experience: High school diploma or general education degree (GED); Valid Texas Driver’s License required;  

Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. 

Reasoning Ability: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. 

Computer Skills: To perform the job successfully, an individual should have working knowledge of internet software and emailing/texting software using a “smart phone”. Excellent Knowledge of Excel, Word and Outlook.  

Certificates, Licenses, Registrations: Valid Texas Driver’s License in good standing. 

Reasoning Ability: Basic office skills; good telephone etiquette. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

The employee is frequently required to stand; walk; sit; use hands and fingers, handle, or feel and reach with hands and arms. The employee occasionally is required to stoop, kneel, crouch, and crawl. The employee must frequently lift and/or move up to 20-50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

While performing the duties of the job, the employee is exposed to outside weather conditions; extreme cold and extreme heat; toxic or caustic chemicals. The employee is occasionally exposed to moving mechanical parts; high precarious places and risk of electric shock. The employee will be exposed to possible extended periods of loud noise.