Administrative Secretary-Airport

Job Title

Under general supervision, performs a full range of varied secretarial/clerical and office administrative duties which require different levels of complexity and confidential responsibility with knowledge of the Airport departmental policies, procedures, and activities. Day to day activities require independent judgement, the ability to prioritize work from multiple department staff members while providing front-line service to the public.

Composes and/or types, word process, format, edit, revise, process a variety of documents and forms including reports, correspondence, forms, letters, memos, agenda items, agreements, ordinances, resolutions, mail merges, technical and statistical charts and tables, and other specialized and technical materials from rough drafts, modified standard formats, and verbal instructions, and other general correspondence. Provides administrative support services to airport staff. Serves as a resource for department staff in use of office software/office equipment.

Manages deadlines in an office environment with public contact and frequent interruptions. Responds to complaints and/or requests. Performs secretarial/receptionist duties including, but not limited to, answering multi-line phone system, directing callers to the proper individuals, and providing general and specialized information. Assists in the interpretation of programs, policies, rules and procedures as appropriate to department staff, tenants/customers, and general public.

Coordinates and schedules appointments and meetings; maintains a calendar or record of appointments, meetings, and other items/events pertaining to the department. Maintains and organizes all records for the filing system including general correspondence, and other department specific topics. Performs general clerical duties. Makes photocopies, scans, sends and receives faxes and email. Processes mail including receiving, sorting, date-stamping, logging, distributing incoming and preparing outgoing correspondence and packages via Fed Ex, UPS, USPS.

Orders/maintains inventory of all office supplies. Processes credit card transactions. Manages Skybox Lounge Program. Activates renewals and new memberships; maintains spreadsheet. Creates agenda items and takes and transcribes minutes of meetings. Maintains airport Lost and Found inventory. Returns claimed items via USPS or Fed Ex. Records items donated to local programs. Coordinates, arranges, processes and confirms staffs travel arrangements. Maintains calendar of meetings/various events for rental of Administration conference rooms.

Participates in the financial separation of duties within the department. Collects and receipts cash, checks and credit card payments from airport tenants and various ancillary airport revenue sources. Maintains County Vehicle log. Maintains employee Random Drug Testing spreadsheet. May perform specific tasks in absence of supervisor. Performs related work as required. Performs related functions as assigned.

Education and Experience:

High school graduate with five years of secretarial/clerical experience;
Administrative Associate Degree preferred, or any equivalent combination of education, training and experience which provides the necessary knowledge, skills and abilities. Licenses and

Certifications:

Valid Wisconsin Driver's License Pass FBI Background Check process per Airport requirements

Knowledge of PCI (Payment Card Industry) compliance standards Knowledge of general office practices and procedures. Knowledge of filing and record keeping systems. Knowledge of and ability to utilize a computer and required software. Ability to appreciate the confidential nature of the position. Considerable skill in organizing and maintaining a variety of office records and confidential files. Considerable skill in determining formats for reports and various other documents and correspondence.

Considerable skill in providing a full range of secretarial services including use of discretionary judgment in dispensing information. Considerable skill in dealing tactfully in an effective…