This position is subject to the conditions described in the Airport Authority Personnel Plan.

Transcription

1 Job Description Job Title: Administrative Assistant Date: July 2016 Department: Administration FLSA Status: Non-exempt Reports to: April McDaniel, Deputy Director for Administration Pay Grade: Introduction This position is subject to the conditions described in the Airport Authority Personnel Plan. Under the direction of the Deputy Director for Administration, this individual will complete a wide variety of administrative and clerical tasks. It requires independent initiative, accuracy & multitasking. It will support both Administration & Engineering by creating documents, filing, entering data, scheduling appointments, providing requested information to callers, acting as a back up to the Senior Administrative Assistant and Accounting and HR Clerk and Engineering Assistant, and otherwise relieving management of clerical work and administrative and business detail by performing the following duties. Essential Functions To be able to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Essential functions of the job include the following: Greet and serve as initial point of contact for individuals calling or visiting the Airport administrative offices. Provide data entry and clerical support as necessary for all administrative departments. Work closely with Senior Administrative Assistant to implement records management strategy, including retention schedules and scanning disposition policies and procedures. Serve in a backup capacity to the Senior Administrative Assistant, Accounting and HR Clerk and Engineering Assistant. Assist other departments & perform related work as assigned. Examples of Work Performed The tasks listed below are representative of the knowledge, skill and/or abilities required to perform the essential functions listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Compile information required to complete and distribute reports such as the Passenger Statistics, Monthly Flight Schedule, Price Comparison, Non-Scheduled Carriers, Monthly Gross Receipts and other reports as deemed necessary in Microsoft excel. Perform accurate data entry utilizing a variety of organizational systems. Type forms, letters, reports, correspondence and other materials from verbal and written instructions or rough drafts. Make copies, collate and distribute as required. Gather, assemble, update, distribute and/or file a variety of information, forms, records and data as requested. Assist with the maintenance of records and files related to a variety of business operations. Aid in the coordination of a variety of airport employee activities. 1 o f 5 P a g e s

2 2 o f 5 P a g e s J o b D e s c r i p t i o n { A d m i n i s t r a t i v e A s s i s t a n t } 4 / Aid in the facilitation, creation and updating of records retention schedules within the guidelines established by Management. Answer multi-line phone system; accurately interpret customer needs, provide information or direct callers to appropriate parties. Ensure important calls, messages and faxed information are transferred in a timely manner to appropriate personnel. Greet visitors to the department, provide general information or direct visitors to the appropriate party. Open, sort and distribute mail & other materials; prepare and scan the daily deposit; collect, seal and post outgoing mail. Requisition supplies and materials for department as directed. Update Airport website, video board, Geographic Information System (GIS) and social media as directed. Required Knowledge, Skills and Abilities Perform all work duties and activities in accordance with Airport policies, procedures and safety practices. Exhibit a friendly, knowledgeable and pleasant demeanor as an overall commitment to outstanding customer service. Demonstrate an open mind, positive attitude and a willingness to participate in a variety of employee programs. Learns and maintains familiarity with aviation and airline industry terms. Must be able to read, speak and write English fluently. Work well under pressure meeting set schedules and budgetary guidelines. Must have excellent computer skills and a working knowledge of Microsoft office products, with an emphasis of Word, Excel and Powerpoint. Knowledge of accounting software products: Sage 300, FAS & MIP, AutoCAD, Photoshop, COMFAA, Project and familiar with SQL databases beneficial, but not necessary. Must be flexible, have excellent interpersonal skills, and the ability to work well with all levels of management and staff as well as outside clients and vendors. Must have excellent attention to detail, be organized, accurate and reliable. Must obtain, within six calendar months of date of hire and maintain while employed, a valid Nebraska driver s license and agree to a DMV records check. Must possess or obtain within three months of date of hire and maintain while employed, a designation as a notary public. Must qualify for, and be insurable at, normal premium rates, under the Airport Authority vehicle liability and workmen s compensation insurance policies. Must have the ability to be bonded. Must agree to and successfully complete, a ten (10) year employment verification, security threat assessment (STA) and criminal history records check (CHRC) as required by the Transportation Security Administration (TSA). Must agree to and successfully complete, a drug screen in accordance with the Authority s Drug-Free Workplace program. Recognize & maintain the confidentiality & sensitivity of certain documents and knowledge.

3 3 o f 5 P a g e s J o b D e s c r i p t i o n { A d m i n i s t r a t i v e A s s i s t a n t } 4 / Ability to write & maintain complex clerical records & reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public. Understands the importance of teamwork and strives to maintain effective work relationships with airport employees, tenants, users and contractors. Ability to plan, organize, evaluate and prioritize work assignments when working independently. Ability to understand and follow moderately complex oral and written instructions. Ability to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology. Ability to apply ingenuity and inventiveness in the performance of assigned tasks. Ability to attend work regularly at the designated place and time. Education & Experience High School diploma or GED equivalent. Satisfactory completion of post high school course work in office administration and clerical skills. Preferred, not required, 3-5 years progressively responsible experience in an administrative office/engineering or construction environment performing similar type job duties and tasks as outlined in this job description. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is an office environment having computers, printers, telecommunication tools, desks, file cabinets & storage areas. Physical Requirements: The physical demands described here are representative of those that must be met by and employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk; climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds in the form of file boxes or other administrative material & safely climb a ladder. Specific vision abilities required by this job include close, distant, color & peripheral vision, depth perception and the ability to adjust focus. Occasional use of a ladder may be required to reach material stored on high shelves or in wall cabinets.

4 4 o f 5 P a g e s J o b D e s c r i p t i o n { A d m i n i s t r a t i v e A s s i s t a n t } 4 / Safety Requirements Adherence to standards established in the LAA Personal Plan, Policy Directives, Airport Rules & Regulations, Standard Operating Procedures, LAA Safety & Health Program and all other established safety requirements applicable to the position is required. Performance Indicators Performance indicators utilized in developing individualized goals during the performance evaluation process: Completion of responsibilities listed in this job description with integrity & self-initiative in a timely, safe, ethical and organized manner. Continued proficiency and productivity to meet Airport Authority expectations and standards while working as part of a team. Accurate, timely and complete documentation of work. Effective utilization of time and available resources. Management and employee satisfaction with quality & quantity of work performed. Continued professional growth and development.

5 5 o f 5 P a g e s J o b D e s c r i p t i o n { A d m i n i s t r a t i v e A s s i s t a n t } 4 / Summary The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals shall be expected to perform other duties as assigned, including work in other functional areas to cover absences or provide relief, to equalize peak work periods or otherwise to balance the work load. Following an offer of employment, and prior to starting work, individuals must have a pre-employment physical examination by a physician designated by the Authority. A drug screening will also be required. These examinations will be paid for by the Authority. Satisfactory clearance to perform essential job functions and negative drug test results will be required for employment. I have read and understand what is expected to perform my job professionally (safely, accurately, and ethically). My job responsibilities and performance expectations will be discussed during the orientation period for new employees and during yearly evaluations. I acknowledge by signing below, that this job description should not be taken as an express or implied promise of continuing employment. Additionally, employment at the Lincoln Airport authority is solely at will. Employee name Signature Date