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.

This description covers the most significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related to, or logical assignment to the position.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

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…