Administrative Assistant - Airport

Current job opportunities are posted here as they become available.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Department:
Public Works - Airport

Pay Grade:
A9

FLSA Status:
Nonexempt

An Administrative Assistant performs highly responsible, journey-level work involving a wide variety of independently performed skilled, administrative support tasks requiring: word processing and database management; public contact; and related activities in support of the Airport Director.

Responsibilities include:

managing an office; providing staff assistance to a supervisor in the exercise of administrative responsibilities; maintaining proper controls to ensure efficient flow of work, systems, and procedures; making decisions on operating problems for a designated sphere of activity and assuming personal responsibility for the effect of such decisions; compiling data for administrative analysis; preparing reports or summaries of data from complex records;

and analyzing records or systems to assist the supervisor with administrative tasks. Duties also include: using word processing software to produce typed documents; meeting and giving information to the public to clearly communicate department/unit policies and procedures, and coordinate program functions or activities; compiling and maintaining complex records to provide accurate documentation of work performed or information that can be easily retrieved;

creating and maintaining complex filing systems or databases with a variety of subject matter to provide easy access to records and information; and composing correspondence to communicate unit information by determining appropriate content, format, tone, and organization. In addition, employees enter information into a personal computer (PC); purchase orders and/or coordinate calendars and make meeting and facility arrangements.

• Airport terminal staff receptionist
• Set up and maintain general files, FAA/DOT grant files, engineer contracts, lease contracts, construction contracts, major equipment purchases, and other contracts.
• Answer questions and respond to a variety of inquiries, provide information requiring working knowledge of policies and procedures, and resolve routine questions or problems relating to area of assignment.
• Prepare and produce written documents and correspondence requiring independent judgment in handling problems of format, procedure, and context, including: statistical and descriptive reports, contracts, legal documents, meeting agendas, correspondence, news releases, and other materials of a general, technical, or confidential nature.
• Prepare records and files for annual FAA safety inspections
• Maintain FAA Advisory Circulars, Airport Security Plan, Airport Certification Specification Manual and other operating documents.
• Perform secretarial duties for Airport Board meetings including agendas, posting, recording actions via minutes, minute approval and Council agenda minute approvals.
• Prepare Council Communications as requested.
• Manage Gate Card program and assist in collections
• Manage overnight tie‑downs and assist in collections
• Manage Hangar contracts and monitor annual insurance certificates
• Monitor security costs prepare pre and post cost for reimbursement
• Monitor Airport expenditures against approved budget and assist in preparing annual budget.
• Process vendor payments and travel vouchers.
• Assist in updating Disadvantaged Business Enterprise, Title VI, and Community Participation Plans
• Using a PC, keys documents including: correspondence, reports, statistical charts, forms, deeds, easements, contracts, budget and financial…