Airport Administrative Assistant

Purpose Of Position

This position will assist the Airport Customer Service and Administrative Supervisor by performing a variety of complex, routine, and technical administrative functions in support of the Redmond Municipal Airport.

• Receives the public by phone and in-person; answers multi-organization questions and provides complex and detailed information as required to employees, citizens, and organizations. Refers, when necessary, to appropriate persons.
• Provides administrative support to managers and supervisors within the department to coordinate workflow. Monitors administrative activities and ensures conformance with City policy and procedure. Establishes and compiles record-keeping systems, analyzes data and prepares periodic departmental reports.
• Creates and monitors departmental records and forms. Develops, organizes, and maintains a variety of filing systems, records, reporting systems, and documents for department. Scans various administrative files and distributes documents and records as required.
• Performs daily rounds in the Airport terminal to ensure Fly Brary book displays are aesthetic and fully stocked, brochure racks are adequately supplied, advertising and flight information display system (FIDS) monitors are functioning properly, and the children's DVD player is operational. Regularly inventories brochures and Fly Brary materials and requests additional stock as needed. Schedules and communicates all scheduled work on free-standing displays in the Airport terminal.
• Shuttles vehicles; transports packages, mail, documents, bank deposits, and deliveries to various locations. Performs department errands within City as needed.
• Composes and edits a variety of correspondence, reports, statistical data, meeting minutes, transmittals, memoranda, and other material requiring judgment as to content, accuracy, and completeness, some of which may require obtaining, organizing, and planning suitable presentation of content. Edits, proofs, and rewords work of others as needed.
• Obtains and compiles information needed for administrative use or report preparation where only general directions are received. Inputs data to standard office and department forms; creates forms as needed; compiles data for various reports or documents.
• Maintains and distributes Airport organization chart and contact list.
• Assists in the development and finalization of Standard Operating Procedure (SOP) documents for the department, as needed.
• Coordinates complex calendars, meetings, and complex and flexible travel schedules for Airport Staff.
• Prepares pre-travel authorization documentation for Airport Staff in accordance with City policy.
• Manages the uniform ordering process for all Airport staff outside of the Security and Facilities functions. Responsibilities include reviewing uniform needs with department managers, selecting appropriate products with the local vendor, confirming final RDM branding specifications, creating and distributing order templates, placing consolidated orders, and coordinating the receipt and distribution of inventory. Maintains organized and accessible on hand uniform inventory. Additionally, manages the ordering process for promotional clothing items requested by the Airport Director.
• Supports Airport Committee meetings by assembling and distributing meeting agendas and packet materials; reviews and verifies the accuracy of transcribed meeting minutes for Committee approval; and publishes final agendas, packets, and approved minutes to the City website. Establishes and communicates annual meeting schedules and virtual attendance details and coordinates all in-person meetings. Assists the City Deputy Recorder with administrative tasks related to Committee member vacancies.
• Assists the Airport in community, stakeholder, and employee engagement program development, recordkeeping, and coordination of volunteers.
• Assists in maintaining Airport Terminal Lost & Found program; collects items from various stations in Terminal; logs lost & found items and inquiries; makes every effort possible to find owners of lost items; tracks and delivers donations of lost items to a local charity.
• Cross-trains with other administrative staff to assist in duties during peak periods and to provide back-up during absences.
• Performs a variety of administrative duties and related work as assigned which may or may not be routine in nature and other duties as assigned.
• May operate a motor vehicle on occasion to collect mail,…