Administrative Assistant I

• Location 3801 W FERGUSON RD,FORT WAYNE, IN, ,United States
• Base Pay $17.4 - $24.36 / Hour
• Job Category Administration
• Employee Type Full Time
• Required Degree High school
• Manage Others No

• Opens and prepares the Administration office for daily operations, maintaining an attractive and welcoming lobby area and greeting guests.
• Receives and manages incoming calls through the Authority's VoIP telephone system, directs callers to the appropriate personnel, and accurately records and relays messages to ensure timely follow-up and customer service.
• Prepares, mails and accepts USPS mailing including Certified Mail along with Fed Ex and UPS package.
• Manage postage meter operations, including downloading postage funds and installing required service updates. Monitor postage balances along with Accounts Payable to maintain adequate funding in the organization's Reserve Account to ensure uninterrupted mailing operations.
• Manages the receipt of bid packages, ensuring proper date/time stamping and documentation, and maintains secure custody of bids until distribution to the designated individual.
• Administer ordinance and resolution numbering systems, ensuring accurate documentation, recordkeeping, and filing of official actions.
• Maintain files and records related to Board member appointments, reappointments, and terms of service.
• Coordinate Authority Board and Committee meetings by communicating with Board members, scheduling meetings, and preparing/distributing legal notices, agenda packets, meeting minutes, and related correspondence.
• Coordinates refreshments and lunch service for meetings, including setup and post-meeting cleanup.
• Maintains hard copy of violations and alerts Accounts Payable of any past due .
• Oversees and maintains the Lost and Found program.
• Uploads and monitors the Public Surplus Auction site for Airport Authority items.
• Orders and maintains adequate inventory of office supplies for Administration office.
• Maintains detailed receipt logs for mail and over-the-counter transactions, ensuring accurate documentation, reconciliation, and daily file retention .
• Manages the Authority’s document retention and disposal program.
• Maintains various office equipment and requests service when necessary.
• Prepares and distributes reports, documents, correspondence, memos, and mailing lists as needed, while maintaining accurate and organized filing systems for reports, records, and other documents such as Federal and State grant projects.
• Supports efforts to maintain the Airport Authority’s Photo Library.
• Assist Administrative Assistant II with lease negotiations, renewals and extensions; land purchases and sales; and operating agreement.
• Manages transportation agreements and renewals on a monthly/yearly basis.
• Performs other duties as assigned.

• Knowledge of general office administration, records management, and customer service practices.
• Knowledge of Microsoft Office Suite and standard office equipment.
• Ability to provide professional and courteous service to employees, tenants, vendors, and the public.
• Ability to adapt to changing priorities.
• Ability to organize, prioritize, and manage multiple assignments while meeting deadlines.
• Ability to prepare, maintain, and process reports, records, correspondence, and related documents accurately.
• Ability to maintain organized filing systems and ensure accurate record retention.
• Ability to communicate effectively, both verbally and in writing with attention to detail.

High school diploma or equivalent required; associate degree in Business Administration, Office Administration, or a related field preferred, with one (1) to three (3) years of administrative support experience. An equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities necessary to perform the essential functions of the position may be considered.

Pass a pre-hire drug screen.

Pass federal fingerprint based criminal history background check

This role provides comprehensive administrative support, ensuring the smooth daily operation of the Administration office. Key responsibilities include managing front desk operations, handling all incoming communications such as calls and mail, and processing bid packages. You will be responsible for coordinating Board and Committee meetings, preparing and distributing essential documents like agendas and minutes, and maintaining various records, including those for ordinances, resolutions, and Board members.

The position also oversees mail services, postage operations, and the Authority's document retention and disposal programs.

The ideal candidate will possess strong knowledge of general office administration, records management, and customer service practices, coupled with proficiency in Microsoft Office Suite. Essential abilities include providing professional and courteous service, adapting to changing priorities, organizing and…