IT Administrative Assistant

Job Description

Administrative Assistant (Airport)

The City of Bangor's Bangor International Airport seeks a highly capable, organized individual to serve as Administrative Assistant, responsible for coordinating administrative operations of the Airport under the direction of the Airport Director.



DUTIES:

Provides high level administrative and general office and clerical support for the Airport Department's senior management staff and programs as requested by the Airport Director.

Composes, and prepares correspondence, letters, memoranda, reports, forms, and related documents for the Airport Director, the Assistant Director and Division Managers as requested. Prepares routine correspondence, completes surveys and reports. Responds to requests for information.

Records, compiles, transcribes and distributes minutes the Airport Committee meetings, as well as other meetings as directed.

Answers the switchboard as required due to schedule changes/conflicts; Assures priority calls such as those related to an emergency, or from the media or elected officials, are handled/directed immediately.

Serves as point of contact for the airport's E-Z Pass account, stamps.com account, FEDEX and UPS accounts, insurance renewals, and other accounts as necessary; monitors and coordinates online employee license and/or certification tracking.

Assists with the coordination for new-hire process/onboarding.

Recommends administrative procedures to Airport Director. Implements changes to existing operations.

Coordinates and arranges travel for airport personnel, airline reservations, and overnight accommodations, and may assist Airport Marketing with conference registrations and conference coordination. Prepares employee travel advances for Airport Finance to process. Assists employees with business travel expense reports for Airport Finance to prepare settlements.

Prepares document(s) for Finance to reconcile airport(s) credit card accounts on a monthly basis.

Responsible for maintaining and updating airport's property management database.

Accountable for control and security of Lost and Found items. May assist Marketing's Customer Service Specialist on daily process. Works with City Clerk's office to ensure items are processed in accordance with Maine State Law.

Assists with the coordination for the airport's FAA required emergency exercises.

Schedules meetings involving City Departments, governmental inspection agencies, FAA, Maine Air and/or Army National Guard; and airport terminal tenants and concessionaires; Coordinates conference room scheduling.

Assists with airport functions, such as luncheons, receptions, conferences for such dignitaries and State legislators, airline customers, foreign business prospects, other VIP's touring airport facilities and Airport personnel.

Prepares and maintains department records and files, assuring convenient retrieval. Maintains and/or creates electronic copies of manuals, leases, concession agreements, insurance documents, and other pertinent files.

Coordinates filing, archival and indexing of records for all divisions, in compliance with City guidelines.

May assist with ordering office and restroom supplies.

May assist Accounting division with duties as needed, such as payroll or data entry.

Notarizes documents and forms for airport personnel, airport tenants, concessionaires and traveling public, as needed.

Performs additional duties as assigned.



I. JOB REQUIREMENTS AND DIFFICULTY OF WORK

Excellent computer skills necessary for modern office environment including experience with software programs such as Word, Excel, Adobe. Prefer experience with Sungard financial management software and Laserfiche program. Ability to deal with applicants, co-workers and members of the general public in a courteous, effective and tactful manner, with a focus on providing quality customer service.

Excellent organizational skills. Ability to prepare and maintain accurate records and files, research information, and multitask.

Ability to maintain confidentiality at all times when dealing with elected officials from various levels of government, co-workers, staff, and the public.

Ability to communicate effectively and accurately in writing and verbally.

Ability to type with speed and accuracy and operate standard equipment including computer, printer, copier, scanner and other modern office equipment.

High level of knowledge and ability to use English grammar, punctuation, spelling, and ability to perform mathematical calculations.

Ability to work under pressure of formal schedules and deadlines, and during difficult and/or stressful situations.

Ability to effectively deal with City officials, community leaders, City departments, other governmental jurisdictions, vendors, contractors, news media representatives, and members of the public in a tactful, diplomatic and courteous manner, and to present a positive and professional image for the City during varied situations and circumstances.

Two- or four-year college degree or similar related office experience preferred.

Preference is given to Certified Administrative Professionals (CAP).



II. RESPONSIBILITY

Incumbent performs a variety of duties according to the established policies and practices of the department, exercising personal initiative and decision-making authority in determining of the best practices to employ to accomplish assigned tasks.

Incumbent usually works without supervision. Receives general instructions and performs majority of tasks according to standard department practices and procedures, with work reviewed upon completion or spot checked for accuracy and compliance with accepted procedures.



III. PERSONAL RELATIONSHIPS

Incumbent maintains regular contact with department employees, governmental personnel, representatives of federal and state regulatory agencies, airline representatives, airport tenants and concessionaires, passengers and members of general public for a variety of purposes including assuring the proper accomplishment of duties and departmental services, explanation of department policies and procedures, and gaining concurrence and/cooperation in situations of conflict or differences of opinion.



Pay range is $21.30 to $28.63 per hour (based on a 37.5-hour work week). This full-time position comes with a comprehensive benefits package including, among many items, low and high deductible health plan options paid up to 80% by the City; 3 weeks of vacation/annual leave and 3 weeks of sick leave earned during the first year of employment; paid long term disability; and a retirement plan with generous City contribution.

A completed City of Bangor application and resume may be sent to the Human Resources Office,

Qualifications

Additional Information