Administrative Secretary-Airport

About the role

Under general supervision, performs a full range of varied secretarial/clerical and office administrative duties which require different levels of complexity and confidential responsibility. Day-to-day activities require independent judgement, the ability to prioritize work from multiple department staff members, and providing front-line service to the public.

Responsibilities

• Composes, types, word processes, formats, edits, revises, and processes a variety of documents and forms including reports, correspondence, forms, letters, memos, agenda items, agreements, ordinances, resolutions, mail merges, technical and statistical charts and tables, and other specialized and technical materials from rough drafts, modified standard formats, and verbal instructions.
• Provides administrative support services to airport staff.
• Serves as a resource for department staff in use of office software and equipment.
• Manages deadlines in an office environment with public contact and frequent interruptions.
• Responds to complaints and/or requests.
• Performs secretarial/receptionist duties including answering multi-line phone system, directing callers to the proper individuals, and providing general and specialized information.
• Assists in the interpretation of programs, policies, rules, and procedures as appropriate to department staff, tenants/customers, and the general public.
• Coordinates and schedules appointments and meetings; maintains a calendar or record of appointments, meetings, and other items/events pertaining to the department.
• Maintains and organizes all records for the filing system including general correspondence and other department-specific topics.
• Performs general clerical duties: makes photocopies, scans, sends and receives faxes and email.
• Processes mail including receiving, sorting, date-stamping, logging, distributing incoming, and preparing outgoing correspondence and packages via FedEx, UPS, and USPS.
• Orders and maintains inventory of all office supplies.
• Processes credit card transactions.
• Manages Skybox Lounge Program: activates renewals and new memberships; maintains spreadsheet.
• Creates agenda items and takes and transcribes minutes of meetings.
• Maintains airport Lost and Found inventory; returns claimed items via USPS or FedEx; records items donated to local programs.
• Coordinates, arranges, processes, and confirms staff travel arrangements.
• Maintains calendar of meetings and various events for rental of Administration conference rooms.
• Participates in the financial separation of duties within the department.
• Collects and receipts cash, checks, and credit card payments from airport tenants and various ancillary airport revenue sources.
• Maintains County Vehicle log.
• Maintains employee Random Drug Testing spreadsheet.
• May perform specific tasks in absence of supervisor.
• Performs related work as required.

Physical Requirements

• Lifting 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds.
• Intermittent standing, walking, and sitting; occasional driving.
• Using hand(s)/feet for repetitive single grasping, fine manipulation, pushing and pulling, and operating controls.
• Occasional bending, twisting, squatting, climbing, reaching, and grappling.
• Communicating orally in a clear manner.
• Distinguishing sounds at various frequencies and volumes.
• Distinguishing people or objects at varied distances under a variety of light conditions.
• Withstanding temperature changes in the work environment.

Qualifications

• Knowledge of PCI (Payment Card Industry) compliance standards.
• Knowledge of general office practices and procedures.
• Knowledge of filing and record-keeping systems.
• Knowledge of and ability to utilize a computer and required software.
• Ability to appreciate the confidential nature of the position.
• Considerable skill in organizing and maintaining a variety of office records and confidential files.
• Considerable skill in determining formats for reports and various other documents and correspondence.
• Considerable skill in providing a full range of secretarial services including use of discretionary judgment in dispensing information.
• Considerable skill in dealing tactfully and effectively with the general public, tenants, and other employees.
• Ability to work independently on a variety of work assignments.
• Ability to type at a minimum of 60 net words per minute.
• Ability to accurately take and transcribe minutes from meetings.
• Ability to effectively utilize a personal computer and associated software.
• Ability to organize and complete work in a timely manner.
• Ability to establish and maintain effective working relationships with staff, tenants, and the public.
• Ability to communicate effectively both orally and in writing.
• Ability to meet deadlines.
• Ability to effectively handle multiple work assignments.
• Ability to follow written and oral instruction.
• Ability to compose routine correspondence.
• Ability to successfully complete an FBI background check/security threat analysis and maintain unescorted access to the SIDA.
• Adhere to the Airport's Security Program, TSA-issued Security Directives, and badging requirements.