Nothing in this job description restricts management s right to assign or reassign duties and responsibilities to this job at any time.

Transcription

1 S14100A, page 1 Nothing in this job description restricts management s right to assign or reassign duties and responsibilities to this job at any time. DUTIES Serves as Administrative Technician in the Budget and Administration Division (Division) of the Airport Administration Department (Department) at Ronald Reagan Washington National Airport (DCA), Metropolitan Washington Airports Authority (Airports Authority). Plans, coordinates, and administers the employee and Airport business visitor parking programs for DCA. Serves as the primary customer service interface for the on-going daily inquiries, requests, and concerns regarding DCA employee and visitor parking. Supports a variety of administrative programs and activities including, but not limited to, reviewing and distributing Airport directives, advisories, bulletins, and Orders and Instructions (O&Is); and developing parking utilization spreadsheets and databases. Performs related functions. --Serves as the primary customer service interface for the on-going daily inquiries, requests and concerns regarding DCA employee and visitor parking. Collects information on peak periods, turnover rates and use of General, Crew, Reserved and Special parking spaces and lots; monitors the use of parking facilities to determine parking needs of airline employees (including crews), concessionaires, governmental partners, Airports Authority employees, contractors, and Airport business visitors. Collects information from Airport managers, engineers and planners on parking activities, fluctuating sizes of lots, and changing parking locations due to construction and redevelopment. --Plans and coordinates the annual preparation and distribution of employee parking permits. Processes requests for and issues parking permits to Airports Authority and non-airports Authority employees working at DCA. Distributes updated information and instructions for the web-based parking permit sales and tracking system (epermit) prior to the annual bulk sales period. Develops training materials and conducts annual training meeting for DCA parking representatives on epermit system changes or procedures using materials provided by the epermit contractor. Receives parking applications, updates employee information, reviews parking requests, receives and processes payments through the Agent Cashier Office (ACO), and issues and distributes permits. --Generates numerous reports from epermit system in order to (a) balance out and settle each non-airports Authority company who has purchased parking permits during the bulk sales period; and (b) count, balance, and verify parking permits, ensuring there are no duplications and that they have been correctly entered into epermit and picked up. --Establishes and implements procedures for temporary parking permits for contractors and other business visitors to the Airport. Determines which lots are available for use; defines the duration of the permits and ensures appropriate fees are collected. --Collects information on peak parking periods; turnover rates and use of General, Crew, Reserved and Special parking spaces and lots; and monitors the use of parking facilities to determine parking needs of crews, business visitors and employees. Reviews and analyzes information collected; establishes parking space allocations, determine the number and type of permits to be distributed to each airline, airport tenant and concessionaire.

2 S14100A, page 2 --Develops spreadsheets and databases to store, maintain, manipulate and report on parking space availability and allocation data. Creates comparison tables for employee and business visitor parking space projection scenarios and associated graphics for managers and planners. Establishes and maintains related files. --Reviews and updates the annual DCA Orders and Instructions (O&I) operating procedures. Provides input on sections dealing with employee parking and permit sales, including: instructions for employee permit application; updates on the epermit system; issuance and display rules for permits; parking permit prices and fines; samples of parking permit paperwork; and maps of employee lots. Develops the permit application form. Defines the characteristics (solid, stripe and color) of the annual permits. Determines permit allocations based upon actual and projected space capacity and location. --Plans and coordinates the annual preparation and distribution of special parking placards (such as for Board Members). Defines the characteristics of the placards. Determines permit allocations. Drafts related correspondence. --Periodically researches the employee parking administration procedures and practices at peer airports; evaluates how best to improve practices at DCA and recommends new procedures and practices to implement. --Conducts periodic reconciliations of the on-hand inventory balance of employee parking hangtags/decals and season-to-date sales transactions of employee parking hang tags/decals to the total number of employee parking hang tag/decals received from the supplier at the beginning of each bulk sales season. On a random basis (usually every few years) is subject to an audit from the Office of Audit. --Serves as an alternate teller within the ACO and makes sure the periodic parking sales and refund rates are maintained in the Agent Cashier point-of sale (POS) software. --Serves as a Contracting Officer's Technical Representative (COTR) for the epermit system. Works as a Subject Matter Expert (SME) to the Airports Authority Office of Technology and the outside contractor (Elavon) regarding system improvements or corrections. Identifies and describes existing system problem areas and provides input into scope of work for system upgrades. Participates in testing system changes and provides final sign-off on work prior to system release. --Serves as COTR for a number of Division contracts including, but not limited to, parking hang tags and decals, temporary permits, business cards, armored car service, photocopier maintenance, postage machine rental and postage replenishment, medical examinations, and outside temporary services. --Serves as the Division point person on the enterprise requisition system (Oracle). Develops, recommends, and implements Oracle requisition best practices within the Division to maximize efficiency in the use of Oracle. Assists other Division COTRs with Oracle processing

3 S14100A, page 3 functionality. Works to simplify invoice approvals within the Division by ensuring that the Office of Finance s Procurement Department establishes standard purchase orders whenever possible. --Coordinates the review and distribution of Airport directives, advisories, O&Is, bulletins and forms. Reviews for proper format, references and grammar; checks content and purpose for redundancy with existing directives, advisories, O&Is, bulletins and forms. Establishes and maintains directive reference and numbering system. Occasionally writes directives, advisories, O&Is and bulletins or develops forms related to assigned programs or special projects. --Collects and maintains contact information on Airport employees, including Airports Authority employees (at the DCA campus), airlines employees, and DCA tenants and concessionaires, to prepare the annual Airport Population Report and Airport Directory, and to establish parking needs. --Assists the Division Manager with special airport events by arranging parking for attendees, charter buses, etc. --Communicates and interacts effectively with business contacts including, but not limited to, other office and Airports Authority employees (such as executives, managers, supervisors, professionals, and support staff), airlines employees, tenants, concessionaires, vendors/suppliers, and, on occasion, the general public. --Uses a computer and (a) modern office suite software (such as MS Office) to communicate ( ), plan, schedule, word process, prepare presentations (training materials), manipulate data (spreadsheets and databases), and conduct research (Internet use); (b) enterprise systems/software for requisitioning, time and attendance, and other functions; and (c) special POS systems/software used in the ACO, such as epermit. --Drives vehicle to and conducts daily inspection of all employee parking lots at DCA. Monitors employee parking lots for parking violations and notifies appropriate department heads and/or Airports Authority Police of violations. Generates work orders for any needed parking facility repairs. --*Performs other duties as assigned.* Critical features of this job are described under the headings below. They may be subject to change through reasonable accommodation or otherwise. MINIMUM QUALIFICATIONS (MQs) To be rated qualified for this job, an applicant must meet all of the MQs listed below at the time of vacancy announcement closure. 1. A high school diploma, a Certificate of General Educational Development (GED), or an equivalent combination of education, experience, and training.

4 S14100A, page 4 2. Five years of progressively responsible experience (post high school) coordinating or providing a wide range of administrative-logistical support services including (a) working with customers to ascertain their needs and provide the required information or service consistent with policies/procedures; (b) reviewing information forms for completeness and conformance to standards; (c) data entry and maintaining spreadsheets; and (d) running reports using computerized information systems. A fully equivalent combination of education and training beyond what is needed to satisfy MQ 1 above may be substituted for up to two of these five years of experience. For example, an associate s degree in any field that indicates the ability to successfully perform the DUTIES in this job description may substitute for two years of experience. PREFERRED QUALIFICATIONS The qualifications listed below (if any) are preferred and may be considered in the selection process, but they are not required to be rated qualified for this job. 1. Associate s Degree (or higher) in Accounting, Business Administration, or related degree. 2. Significant customer service experience in a high-volume, fast-paced environment. KNOWLEDGE, SKILLS, ABILITIES, AND OTHER FACTORS (KSAOs) The following KSAOs are required for successful performance of this job and are a basis for rating and ranking applicants who are found to meet the MQs. Local, Federal, airport industry or Airports Authority specific bodies of knowledge listed below may be acquired on the job, typically; ability to rapidly acquire them is required at the time of vacancy announcement closure. 1. Knowledge of the layout, organizations, programs, and rules and regulations of DCA to coordinate and administer the employee and visitor parking program and to conduct the annual Airport population survey. 2. Knowledge of DCA s O&I procedures regarding employee parking to ensure that the issuance and control of parking permits complies with corresponding O&Is. 3. Knowledge of a variety of administrative procedures and programs (such as airport directives/advisories and procurement procedures) to accomplish program objectives. 4. Interpersonal skills to interact effectively with business contacts in a businesslike manner, customer service-oriented manner. 5. Knowledge of policies and procedures of the Airports Authority s procurement programs sufficient to serve as COTR.

5 S14100A, page 5 6. Skill in problem solving to select, organize, and logically process relevant information (verbal, numerical or abstract) to solve a problem. This includes the ability to recognize subtle aspects of problems and identify relevant information. Examples include reconciling hangtag/decal sales with on-hand inventory and analyzing parking information to determine parking space allocations. 7. Skill in oral communication to understand verbal information (instructions, descriptions and ideas) and to express such information verbally so others will understand. Examples include exchanging routine and non-routine information with Airports Authority personnel, tenants, and concessionaires regarding parking permit issues and offering answers or solutions. 8. Skill in written communication to understand written information (including instructions, descriptions, and ideas) and to express such information in writing so that others will understand. Examples include reading O&Is, policies, procedures, and forms, and writing updates to O&Is. 9. Skill in using a computer, and (a) modern office suite software (such as MS Office) to communicate ( ), plan, schedule, word process, prepare presentations (training materials), and manipulate data (spreadsheets and databases), (b) enterprise systems/software for requisitioning, time and attendance reporting, and other functions; and (c) special POS software/systems such as epermit used in the ACO. RESPONSIBILITY Is responsible for planning and coordinating the DCA Airports Authority and non-airports Authority employee parking program, including serving as the primary customer service interface for on-going inquires, requests, and concerns regarding parking. Also supports a variety of administrative programs and activities at the Division level. Work ensures that DCA employees parking needs are met within applicable procedures and standards. Reports to the Manager, Budget and Administration Division (Supervisor). The Supervisor makes initial assignments in the form of functional responsibilities and overall priorities. The incumbent works fairly independently on a day-to-day basis; plans and carries out work steps. Keeps Supervisor informed of progress, reporting especially difficult problems or issues of a highly sensitive nature, as they occur, along with options and recommendations for action. Together, the incumbent and Supervisor determine the best solution to such problems. Special projects may be assigned in terms of resources, priorities and deadlines. Work is expected to be accurate, adequate and adhere to guidelines. Completed work is subject to review for quantity, quality, timeliness, customer service, teamwork, specified performance management goals and measures, and other factors. Guidelines include Airports Authority and DCA directives and procedures regarding the processing of parking permit applications, procurement requests, and contract requirements; and POS and epermit system manuals. The incumbent uses judgment to select and apply, or to adapt/adjust, guidelines. EFFORT Work is primarily sedentary. May stand at service counter for extended periods of time. Sits at desk while performing desk work or in vehicle when inspecting employee parking

6 S14100A, page 6 lots. Typically exerts light physical effort in opening/closing file drawers, moving objects (such as boxes of permits) weighing up to 25 pounds, retrieving files and otherwise regularly moving about to obtain or distribute parking permits. Frequently reviews documents containing small print, such as contracts. Regularly uses a computer, telephone and other general office equipment. In driving, operates vehicle using judgment in consideration of weather, traffic, and other factors. WORKING CONDITIONS Works primarily in an adequately lighted, ventilated, and temperature controlled office setting, but may also be exposed to outdoor conditions and noise when using a vehicle to inspect employee parking lots. Works within a context of frequent customers and telephone calls. OTHER SIGNIFICANT JOB ASPECTS Must maintain valid driver s license and remain on the Airports Authority Approved Driver s List.