Business Operations Analyst

Position Overview:

Role Summary

The Port of San Diego is currently undergoing a classification and compensation evaluation. The title and responsibilities associated with this role may be adjusted accordingly.

There are two openings available for this role, one within the Procurement division and the other within the Maritime division.

The Procurement Services division is dedicated to assisting the organization in acquiring goods and services while ensuring adherence to various regulations and standards. This department is both dynamic and efficient, while also emphasizing a positive and enjoyable workplace culture.

The Procurement Services division is seeking a Business Operations Analyst to aid in project management, data collection, and analysis, along with various administrative responsibilities. Candidates should possess the ability to work autonomously and demonstrate proficiency in Microsoft Office applications to interpret, analyze, and present data effectively. A positive demeanor and strong communication abilities are highly valued.

The Maritime division manages cargo and cruise terminals, supervises maritime industrial operations such as shipbuilding and repair, and oversees commercial fishing, all while ensuring a clean, safe, and secure environment at the San Diego Bay. This division also focuses on developing maritime cargo trade and cruise businesses, which generate high-paying employment opportunities for local residents and contribute to the regional economy.

Maritime is in search of a Strategic Management Consultant who exhibits a positive work ethic and strong interpersonal skills. This position will assist with budget management, financial and statistical analysis, research, data systems, and project oversight. An ideal candidate should be detail-oriented, possess strong analytical and communication skills, and be capable of working independently under general supervision. Proficiency in Microsoft Office applications is essential, with intermediate to advanced Excel skills being highly preferred. Familiarity with Power BI is a plus but not mandatory.

Key Responsibilities

The following points outline the primary responsibilities associated with this role. They are not intended to be an exhaustive list of all tasks, duties, and skills required for personnel in this classification.

1. Plans, organizes, and conducts administrative, management, and program analysis studies related to assigned programs; identifies issues, determines analytical methods, and gathers necessary information for analysis; evaluates alternatives and makes recommendations; discusses findings with management; prepares reports summarizing study conclusions; assists in implementing policies and procedures; drafts reports, recommended policy change documents, and presentation materials for management.

2. Participates in the planning, development, implementation, and monitoring of a comprehensive departmental budget; conducts detailed revenue, expenditure, and other analyses; tracks and analyzes actual performance against budget; identifies potential issues and formulates recommendations for management; drafts and/or analyzes budget proposals, requests, and related documents, including budget amendments; performs financial analyses and statistical computations for various financial models, feasibility studies, and cost allocations.

3. Engages in the planning, organization, and execution of comprehensive District-wide programs, including customer relations initiatives and strategies; integrates related program information to provide a comprehensive and accurate overview of District processes, needs, and how each department can enhance overall efficiency, effectiveness, and satisfaction; collects, categorizes, analyzes, and evaluates data to recommend solutions; conducts root cause analyses of internal and external customer complaints to determine corrective and preventative actions, including procedural improvements, resource deployment, or training; benchmarks other public and private sector service and performance measurement programs and proposes incorporating best practices into Port operations to enhance efficiency, expedite decision-making processes, and deliver high-quality services and products; collaborates with other departments in developing and implementing performance measurements for the District; plans, develops, reviews, and oversees Port-wide business continuity processes in the event of catastrophic man-made or natural disasters.

4. Coordinates and assists with the implementation and institutionalization of strategic planning objectives; benchmarks other public and private sector strategic planning programs; suggests forecasts and projects recommendations for strategic planning functions.

5. Provides technical assistance to department staff by conducting research, analyzing data, and drafting policy and procedure documents to address identified needs and issues; analyzes program and operational data and develops recommendations to enhance productivity and effectiveness; compiles materials, researches problems and complaints, and responds to requests for information.

6. Drafts a variety of materials on assigned issues, including reports, procedures, memoranda, proposed policy changes, training tools, and other materials; identifies issues, obtains input and feedback, conducts research and analysis; prepares recommendations and various supporting materials.

7. Coordinates the application process and administration of grant and rebate programs for the department.

8. Serves as the primary departmental support person in utilizing the automated department system (SAP) by troubleshooting end-user issues, documenting business processes, making recommendations for improvements, and acting as the primary liaison to the Business Information & Technology Services Department. May participate in the SAP Super User program.

9. Collaborates with Asset Managers and administrative staff to identify business process enhancements and provide end-user support using the automated departmental computer application.

10. Works with Business Systems Analysts and Applications Developers during the design, development, and testing of departmental system improvements.

11. Ensures business processes and test procedures are defined, documented, and implemented to conduct basic internal training of business processes for end-users.

12. Administers the District Utilities Program, including electricity, gas, and water.

13. Oversees the Port's Emergency Operations Center (EOC) resource and training program, ensuring compliance with all State and Federal guidelines.

14. Maintains the Port's emergency notification message system by managing the Port-wide personnel emergency contact database, periodically testing the system, and training system users.

15. Provides training and assistance for grants administration to the Grants Coordinator Office, grant project managers, and identifies improvements to the overall grants management process.

16. Reviews grant guidelines and maintains working relationships with grant funding agencies to provide up-to-date security grant information to all users.

17. Conducts statistical analysis of crime and security incident data.

Qualifications

Knowledge and Skills:

1. Principles, practices, and methods of administrative, organizational, economic, and procedural analysis.

2. Principles and practices of public administration, including budgeting and the maintenance of public records.

3. Principles, practices, methods, and techniques of financial analysis and forecasting.

4. Basic principles and practices in the development and administration of grants.

5. Basic principles, tools, and techniques of project planning and management.

6. Federal, state, and local laws, regulations, and court decisions applicable to assigned areas of responsibility.

7. Principles and practices of effective business communication.

8. Port Wide Notification System, WebEOC, Homeland Security Exercise and Evaluation Planning (HSEEP), Continuity of Operations Planning (COOP), grants management, National Incident Management System (NIMS), and Incident Command System (ICS).

9. Proficient in the use of computers and standard business software, including word processing, spreadsheet, and project scheduling applications.

Abilities:

1. Analyze administrative, operational, procedural, and organizational challenges, evaluate alternatives, and reach sound, logical, fact-based conclusions and recommendations.

2. Collect, evaluate, and interpret data, either in statistical or narrative form.

3. Analyze, interpret, explain, and apply relevant laws, regulations, ordinances, policies, and procedures.

4. Prepare clear, concise, and comprehensive reports, correspondence, and other documents appropriate to the audience.

5. Communicate effectively, both orally and in writing; present conclusions and recommendations clearly and logically.

6. Maintain files, records, and documentation.

7. Exercise independent judgment and initiative within established guidelines.

8. Establish and maintain effective working relationships with Port and department managers and staff, EOC Team members/department heads, vendors, the public, and others encountered in the course of work.

Minimum Requirements

Education, Training, and Experience:

Graduation from a four-year college or university with a major in business or public administration, finance, or a closely related field; and at least three years of progressively responsible professional experience performing administrative, operational, budgetary, and/or similar analyses; or graduation from high school or G.E.D. equivalent and five years of progressively responsible professional experience performing administrative, operational, budgetary, and/or similar analyses. Experience in a public agency is preferred. Time served as a District Intern counts towards the years of experience.

Licenses; Certificates; Special Requirements:

A current, valid California Class C driver's license may be required at the time of appointment and, if required, must be maintained at all times thereafter in order to operate a vehicle on District business.

California Department of Motor Vehicle (DMV) pull notice system: An incumbent in this position will be enrolled in the California DMV Pull Notice Program. The pull notice program provides information on the incumbent's driving record and driver license status on a periodic basis to the District. An employee assigned a District vehicle must acknowledge receipt and understanding of District Administrative Procedures covering the use of District vehicles.

Recruitment Information

The application review process will include screening to ensure applications are complete and meet all minimum qualifications. In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training, and experience relative to the required knowledge, skills, and abilities for the position. Applicants must submit answers that are as complete as possible.

Only qualified applicants who pass the minimum qualifications review will be invited to the assessment process, which may be administered by a written examination, panel interview, or any combination of qualifications appraisal determined by the Department of People Services to be appropriate. The Department of People Services will make reasonable accommodations in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application.

Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for one or more of the assessments listed below. A passing score of 70% out of 100% on each assessment section is required.

EQUAL EMPLOYMENT OPPORTUNITY

UNCLASSIFIED SERVICE

This position meets one or more of the criteria for the unclassified service as outlined in San Diego Unified Port District Act Section 72.5(b), and as such is exempted from the classified service.

PHYSICAL AND MENTAL DEMANDS

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability, and the ability of the hiring department to accommodate the limitation.

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