Principal Department Administrator - Limited

Principal Department Administrator

The Port of San Diego champions maritime, waterfront development, public safety, experiences and environment, all focused on enriching the relationship people and businesses have with our dynamic waterfront. As a key operating center at the Port, the Maritime Department operates cargo and cruise terminals, oversees maritime industrial activities such as shipbuilding and repair, as well as commercial fishing while ensuring a clean, safe and secure environment at the San Diego Bay. The department also develops maritime cargo trade and cruise businesses generating high-paying jobs for residents and revenue for the regional economy.

The Maritime Department is seeking a Principal Department Administrator with positive work attitude, great supervising experience, analytical skills, and interpersonal skills to join our team. The position will lead the administrative team as well as manage the department budget, contracts, financial and statistical analysis, research, data system and project administration. Maritime will convert this position to a permanent status upon an upcoming retirement within the department.

An ideal candidate should be detail-oriented with strong analytical and communication skills, experienced in supervising and mentoring team members, has the ability to work efficiently to meet competing deadlines, and work independently under general supervision. The candidate must be knowledgeable in budget revenue and expense preparation and management, Microsoft Office applications with intermediate to proficient Excel and PowerPoint skills. Experience with Power BI, SAP and / or SAP S / 4HANA is highly desirable.

Under general direction, plans, organizes, manages, assigns, and participates in the work of staff engaged in providing financial management, budget administration, contract management and administration, administrative support, and other business services in support of department management and staff. Participates on the division leadership team, providing support and professional guidance on a variety of personnel and confidential upper management strategic moves and decisions; and performs related duties as assigned.

Receives general direction from assigned management personnel. Exercises direct supervision over professional, technical, and administrative support staff.

This is the principal level classification in the Management Analyst series responsible for serving as a technical expert and oversees complex and often confidential financial, business, personnel, and administrative support functions with accountability and ongoing decision-making responsibilities associated with the work. Incumbents are responsible for performing diverse, specialized, and complex work involving significant professional accountability and decision-making responsibilities, to ensure the design and development of strategic, efficient, and effective systems. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.

Plans, organizes, controls, integrates, and evaluates the work of assigned units; develops, implements, and monitors work plans to achieve department mission, goals, and performance measures; participates in the development of and monitors performance against the department's budget; manages, recommends, and oversees the development, implementation, and evaluation of work programs, plans, processes, systems, and procedures to achieve Port and department goals, objectives, and performance measures consistent with the Port's quality and customer service expectations.

Plans, organizes, directs, and evaluates the performance of assigned staff; establishes performance requirements and personal development targets; regularly monitors performance and provides coaching for performance improvement and development; provides compensation and other rewards to recognize performance; takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with federal, state and local laws and regulations, Port human resources Rules and Regulations, Port policies, and labor contract provisions.

Directs, participates in, coordinates preparation of, and administers the department's operating and capital budgets including personnel budgets; supervises and participates in annual and multi-year financial plans and revenue forecasts; studies, develops, and recommends financial policies to meet department needs and requirements; monitors budget performance reports and prepares periodic analyses and reports for use by management; develops budget inputs and recommends budget adjustments; approves invoices for payment.

Serves as project leader for assigned special projects and program initiatives, including scope definition, schedule development, performance monitoring, and budget preparation.

Oversees and participates in department recruitment and selection activities, strategic personnel moves, performance meetings, ADA accommodations, and highly confidential information / meetings.

Manages, oversees, and participates in department strategic planning processes and activities; develops strategic and business plans to execute strategy in areas of assigned responsibility; manages and oversees process improvement and reengineering processes and activities; researches and implements industry best practices to improve department functions and better meet customer service standards; sets department performance standards, measures department performance, and makes recommendations for improvement; conducts site visits and performs quality assurance functions by observing department staff and inspecting facilities; initiates corrective actions as needed.

Supervises and participates in studies of department operational and administrative processes and practices to identify process, productivity, and cost improvements; recommends changes to improve productivity and service while reducing costs.

Represents the department in meetings with Port officials and staff on a variety of business operations matters; makes presentations before outside groups and agencies; coordinates and consults with other departments and agencies to ensure work programs and objectives are consistent; manages or develops policy in related areas.

Coordinates development and administers interagency agreements for a variety of purposes; develops and administers contracts; publishes contracting procedures; develops and approves work scope; issues requests for bids, evaluates bidders, and recommends awards; negotiates terms of contracts and monitors contract execution; approves contract payments; recommends amendments to address changing requirements and unanticipated circumstances; resolves contract issues as they arise.

Participates in and oversees staff conducting software and hardware inventories; interfaces with end users and the Information Technology Department to resolve issues and recommend system improvements; stays abreast of industry trends and changes in assigned areas to keep knowledge and skills current; develops and maintains the department web site.

Performs assigned disaster service worker responsibilities, as directed.

Ensures staff observe and comply with all Port and mandated safety rules, regulations, and protocols.

Performs other duties as assigned.

Knowledge of :

• Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Principles and practices of public administration, including financial planning, contracting, and maintenance of public records.
• Principles, practices, methods, and techniques of financial analysis and forecasting.

Principles, practices, and methods of public agency budget development and management.

Practices and procedures of enterprise and governmental accounting, including cost and project accounting and methods of financial control and reporting.

Project management and internal control principles and practices.

Research methods and statistical techniques.

Principles and practices of computer-based financial and accounting systems.

Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.

Port and mandated safety rules, regulations, and protocols.

Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and Port staff.

The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to :

Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.

Effectively represent the department and the Port in meetings with governmental agencies, community groups, various business, professional, and regulatory organizations, and in meetings with individuals.

Prepare clear and concise reports, correspondence, documentation, and other written materials.

Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.

Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

Establish, maintain, and foster positive and effective working relationships with those contacted in