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Administrative Services Clerk

Company: Port of Brownsville
Location: Brownsville
Posted on: November 20, 2022

Job Description:

Job Summary Under the direction of the Director of Administrative Services, this employee is responsible for implementing and enhancing the Brownsville Navigation District's (BND) (d/b/a the Port of Brownsville) departmental document management programs, both to ensure compliance with all legal requirements and to provide staff with effective, easy-to-use processes for maintaining and retrieving information vital to BND objectives and operations.The incumbent also provides assistance to the Director of Administrative Services in their duties, which include risk and asset management, election administration, license and permit administration, public information responses, salvage disposition and policy development and maintenance.The following statements are intended to describe the general nature and level of work performed by this incumbent. They are not intended to be an exhaustive list of all responsibilities, duties and skills required. Job Responsibilities Records Management Participates in developing and implementing BND document management and records retention programs, systems and procedures. Plans, organizes, implements, and maintains departmental document management and control programs, methods, practices and procedures to ensure compliance with all applicable laws and regulations and sound professional guidelines of practice. Promotes standardized BND-wide naming methodologies, numbering systems and filing protocols. Participates in developing procedures for managing electronic records including the overseeing the implementation of BND's electronic document management system and the scanning of all BND records. Creates and generates document control forms and reports. Supervises the maintenance of centralized BND files. Administers the BND-wide destruction of records in accordance with the records retention schedule including the preparation of Certificates of Destruction, working with all departments in the purging of files and coordination of the timely destruction of records. Risk and Asset Management Assist department director with property and liability insurance documentation, including maintenance of documents and tickler systems for certificate of insurances. Assist the Maintenance department with the process of Port vehicle titles, registrations and vehicle recall notifications. Election Administration Assist the department director with the administration of BND elections, to include providing assistance to candidates in the filing of their required forms. Licenses and Permits Assist with the maintenance of documents and tickler systems for the license and permit programs. Serve as a backup for the sale of Overweight and Daily Entry Permits. Public Information Assist with internal record requests, interfacing and coordinating as required with the Public Information Officer and the Executive Management Team. Assist the Public Information Officer with requests for public information documents. Research of complex and unusual inquiries for District staff or as requested by outside agencies. Salvage Disposition Assist the department director with the preparation and cataloging of surplus, salvage, and unclaimed property in preparation for its disposition. Policy Development and Maintenance Assist the department director in policy development and maintenance, including performing research and preparation for policy presentations. General Clerical Duties Notarize District documents as required. Serve as assistance/backup to Executive Administrative Assistant. Assist in the preparation of the agendas and packets for the Board of Commissioners' meetings. Maintain the inventory of supplies for the Permit Building and oversee the ordering of supplies as needed. Perform related work as required. Minimum Qualifications High school diploma or equivalent. Bilingual (English/Spanish); oral and written proficiency in the Spanish language. Three to five years of increasingly responsible professional experience in a position of office administration with experience in the development and maintenance of comprehensive document and records management programs and systems. Intermediate PC skills. Ability to understand and follow oral and written direction. Excellent and effective oral and written communication skills.For a complete job description please visit the Port of Brownsville website under the careers tab.Job Type: Full-timePay: From $14.38 per hourBenefits: 401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Retirement plan Tuition reimbursement Vision insuranceSchedule: 8 hour shift Day shift Monday to FridayEducation: High school or equivalent (Required)Experience: office administration & maintenance of records management: 3 years (Required)License/Certification: Driver's License (Required) Ability to get a TWIC Card (Required)Work Location: One location

Keywords: Port of Brownsville, Brownsville , Administrative Services Clerk, Administration, Clerical , Brownsville, Texas

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