Administrative Assistant, (A263605-1), 205, Administration/Compliance

Job Description

Provides administrative and program support for Administration/Compliance for the Airport department, assisting with the planning, coordination, and evaluation of departmental projects and functions. Performs a wide variety of administrative assignments requiring initiative, adaptability, and good judgment, often extending beyond routine office tasks.

Essential Functions/ Job Competencies/ Physical Requirements

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Processes and manages purchase requisitions, accounts receivable/payable, billings, and operating reports, ensuring accuracy and compliance with the Federal Aviation Administration (FAA) and City policies.
• Drafts and edits letters, memorandums, ordinances, resolutions, Council communications, and status reports.
• Develops, maintains, and updates Airport’s filing and recordkeeping systems.
• Assists in maintaining effective communication between staff and departments, visitors, and external business contacts.
• Receives public complaints and coordinates with staff and departments to resolve issues.
• Assists with lease management, including monitoring lease terms, payments, and expirations.
• Conducts property research for City Projects.
• Assists with reviewing settlement statements, legal documents, appraisals, contracts, deeds, tax statements, and other real estate instruments.
• Prepares reports and maintains accurate records of financial transactions and assists with budget preparation.
• Maintains the Airport’s inventory of assets.
• Contacts vendors, prepares requisitions, and processes purchase orders.
• Manages and processes payroll for the department; ensures proper documentation is processed and submitted in a timely manner.
• Performs bookkeeping functions, including recording financial transactions, managing accounts receivable and accounts payable, and preparing necessary documents for transfers.
• Performs other duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Knowledge of cash handling, accounting, and record keeping
• Knowledge of City of Laredo policies, procedures, and processes
• Knowledge of modern office procedures and methods including computers and applicable software, such as Microsoft Office, AS400
• Knowledge of English grammar, spelling, and punctuation
• Knowledge of the methods and practices of assembling and analyzing data

Skills and Abilities:

• Skill in planning, organization, and time management
• Skill in customer service delivery
• Skill in performing a variety of duties, often changing from one task to another of a different nature
• Ability to maintain attention to detail
• Ability to maintain records, assemble and organize data, and prepare report
• Ability to communicate effectively, both orally and in writing, in English and Spanish
• Ability to establish and maintain effective working relationships
• Ability to take direction, prioritize tasks, and work independently with initiative.
• Ability to speak before public groups and makes presentations if necessary.
• Ability to read and interpret maps, plats, surveys, and property descriptions.
• Ability to read and understand Federal Aviation Administration rules and regulations and provide recommendations.
• Ability to maintain accurate records and filing systems.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements Position will have the following exposures

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.
• Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment Locations Position will require the employee to work in the following types of work environments

Seldom

• Street environment (near moving traffic)
• Construction site
• Confined space

Sometimes

• Outdoor environment
• Vehicles
• Warehouse environment

Often

• Office or similar indoor environment

Exposures Position will require the employee to be exposed to the following environmental elements

Never

• Communicable diseases
• Fumes or airborne particles
• Toxic or caustic chemicals or substances

Seldom

• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Moving mechanical parts
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Sometimes

• Individuals who are hostile or irate
• Extreme heat (above 100 degrees)

Travel Position will require the employee to travel

Seldom:

• International travel

Sometimes:

• Local travel
• Regional travel
• National travel

Minimum Qualifications

Required Education and Experience

• Associate's degree or 60 completed college hours from an accredited college/university in Public Administration, Business Administration or related field.
• At least five (5) years of experience in advanced administration support.

Valid Licenses and Certifications

Required Licenses or Certifications

• Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.

• 10 days of paid vacation per year
• 6 1/2 days sick leave per year
• Pension plan
• 16 paid Holidays
• Paid health*
• Dental plan*
• Life insurance*

• 30 day waiting period