Airport - Administrative Assistant

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Job Description:

The City of Idaho Falls is looking for an Administrative Assistant for the Airport Department. In this position you will performs a variety of administrative, customer service, financial processing, records management, and office support duties for the Airport Department. Provides direct administrative support to department leadership and serves as a primary point of contact for airport customers, tenants, vendors, employees, and members of the public.

The position processes invoices, payments, purchasing documentation, agreements, correspondence, reports, and other departmental records. Work requires professionalism, accuracy, organization, confidentiality, and the ability to manage multiple priorities in a public-facing airport environment.

SUPERVISION RECEIVED

Works under the general supervision of the Airport Director.

SUPERVISION EXERCISED

None.

Essential Functions:

Provides administrative support to the Airport Director, department managers, and other assigned personnel.

Receives and assists airport customers, tenants, vendors, employees, and members of the general public in person, by telephone, and through electronic means. Gathers information, provides appropriates answers and responses. Directs complex or sensitive matters to the appropriate entity.

Processes invoices, payment requests, purchase orders, receipts, deposits, reimbursements, purchasing card documentation, and other related financial records.

Ensures the completeness and accuracy of documents and records of the department. Maintains airport statistics through the collection of data, data entry, and proper output of required key metrics.

Tracks invoices and payments, communicates with vendors regarding routine payment questions, and assists in resolving discrepancies.

Prepares, formats, proofreads, distributes, and files correspondence, memoranda, notices, reports, meeting materials, forms, agreements, and other documents.

Maintains electronic and physical filing systems in accordance with applicable records retention requirements. Demonstrated knowledge of sound organization and record management practices with regard to files, records, and other departmental information.

Researches, implements, and makes recommendations for record retention requirements of the department in relation to local, state, and federal law.

Compiles information and prepares routine spreadsheets, summaries, reports, and presentations.

Maintains confidentiality of personnel, financial, sensitive-security information, propriety data, and other protected information classes.

During airport emergencies and other irregular events, provides administrative support to departmental personnel, airport tenants, passengers, and the general public.

May assist in airport badging duties as a Trusted Agent.

Operates a personal computer utilizing a variety of software related to a traditional office environment as well as software specific to airports. Examples include Microsoft 365, web browsers, enterprise resource planning software, flight information displays, websites, and terminal advertising systems.

May draft agendas, post meetings, and take meeting minutes for public meetings related to the airport.

MINIMUM QUALIFICATIONS

Education and Experience:

Graduation from high school or possession of a GED; and

Three (3) years of progressively responsible administrative, customer service, accounting support, office management, or closely related experience; and

An associate's degree in business administration, accounting, office administration, public administration, or a related field may substitute for up to two years of the required experience.

Knowledge, Skill, and Abilities:

Working knowledge of modern office practices and procedures; grammar, spelling and punctuation; modern filing systems related to alphabetical and numerical files as well as computer filing conventions; modern…