Airport Administrative Assistant

The Airport Administrative Assistant is under limited supervision, and paraprofessional and technical secretarial and bookkeeping activities for Sierra Blanca Regional Airport. The position involves completing demands, performing multiple tasks, working to deadlines, and responding to customer issues. Regular work hours are Monday – Friday 8 am to 5 pm with extended hours required from time to time, however the schedule maybe adjusted based on the need of the department. Periodic evening hours are required due to meeting schedules. This is a non-exempt position reporting to the Airport Manager.

Job Title Summary

This position performs a wide variety of administrative and secretarial duties of a highly responsible and confidential nature. This position maintains all bookkeeping records for Sierra Blanca Regional Airport and is responsible for providing financial reports to the Airport Manager and the Village’s Finance Department. This position is responsible for interacting with customers, maintaining databases, and managing all Airport records. This position is the point of contact for Sierra Blanca Regional Airport. The Airport Administrative Assistant must be well organized and able to communicate effectively with all Village staff. To perform this job successfully, an individual must be able to perform each essential function efficiently and accurately. ESSENTIAL JOB FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Provide customer service in a fast-paced environment; responds to internal and external inquiries pertaining but not limited to billing, bookkeeping, airport events, fuel prices, and car rental information in person and over the phone.
• Provide day-to-day support to Airport Manager and Sierra Blanca Regional Airport as needed or required.
• Performs confidential complex managerial support to Sierra Blanca Regional Airport.
• Maintains and is responsible for Sierra Blanca Regional Airports accounts receivable, accounts payable and all recurring accounts including fuel sales.
• Maintains all files, records, grants, RFP’s, contracts, and agreements for the department.
• Maintains a variety of airport documents including, but not limited to tenant lease agreements, vendor/concession agreements, personnel records, point of sale receipts, vehicle maintenance records, safety training schedules, State and Federal Grants, calendar of events and airport hanger waiting list.
• Responsible for preparing fuel orders, maintaining a petty cash drawer and retail sales inventory. Responsible for coordinating and making all travel arrangements for employees of Sierra Blanca Regional Airport.
• Assist in the production of difficult and lengthy projects on a regular basis.
• Answers a multi-line telephone by giving appropriate information, or transferring calls to appropriate staff in the department or providing phone numbers for other outlying departments, etc
• Performs clerical tasks including but not limited to scheduling meetings and appointments, making copies, taking messages, filing, distributing mail, sending faxes, drafting correspondence, and typing using computer.
• Develop and/or maintain filing systems, assuring that all files are maintained according to policy
• Track all safety hours for department and schedule safety training for employees under Managers leadership.
• Drafts or transcribes a variety of public information, statements, memorandums, letters, and notices from written copy, notes, or verbal requests.
• Check documents for accuracy and completeness
• Employee Self Service- make time adjustments when employee is unavailable.
• Review time entry and make recommendations to Manager/Supervisor for any issues or concerns.
• Train new employs on employee self-service and how to enter time accurately.
• Maintains and is responsible for producing monthly financial reports in all accounts and produces copies for the Airport Manager and Finance Department.
• Research, compile, and summarize a variety of information to prepare periodic and special reports; prepare correspondence and a variety of reports and written materials.
• Maintain equipment and office supplies.
• Responsible for departmental purchasing, eliciting price quotes, preparing purchase requisitions, monitoring purchase orders and providing receipt of goods of services or invoices to finance for payment
• Receives and maintains all receipts for Purchase Card Purchases and produces monthly log
• Maintains and helps develop the department budget, checks budget availability, produces budget change requests and codes all invoices to the appropriate line item
• Must be well organized and able to multi-task
• Work closely with HR to keep files and forms up to date.
• Develops and recommends office procedures and systems.
• Organize own work, set priorities and meet deadlines.
• Maintain confidentiality of customers, co-workers, management, and other employees.
• Notify the Manager or supervisor/s of any real or perceived problems related to department.
• Demonstrate continuous effort to improve operations, streamline work processes, and work cooperatively and jointly with customers, other staff, vendors, and monitors/auditors.
• The ability to utilize and be the administrator for NEOGOV to enter requisitions for job postings etc.
  
  

Other Responsibilities Or Job Requirements

• Must maintain a high level of computer abilities and keep up with changing technology.
• Completes personal timesheet accurately and timely. Ensures time is reported based on actual time worked.
• Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the public.
• Assists the Airport Manager and Line Service Technicians in emergency responses as needed
• Maintains records and reporting requirements on all information regarding FAA/Airport projects
• Ensures computers are backed up once a month and adheres to Village of Ruidoso IT Policies
• Adheres to all Village of Ruidoso’s policies not limited to IT, Purchasing, and Personnel Manual
• Ensure that any on-the-job injury is reported immediately and followed up with appropriate forms.
• Reports on any suspected fraud and/or abuse to the Airport Manager or Village Manager
• Ensure any reports of harassment are immediately reported so appropriate actions are taken.
• Attend meetings, training, and workshops as needed.
• Perform well in a proactive and reactive mindset.
• The above statements are not a complete list of all responsibilities and duties performed by employees in this job. As a condition of employment, employees are required to perform other related duties and special projects as assigned.
  
  

QUALIFICATIONS:

• High School Diploma/GED required.
• Post-High School training in administrative or clerical skills preferred.
• Two Years’ Experience as a Secretary or Administrative Assistant required.
• Experience with Incode accounting preferred
• Notary Public preferred.
• Previous experience in a related function required.
• Excellent communication and organizational skills required.
• High level of computer skills and general technology required.
• Must possess excellent writing and interpersonal skills.
• Communicate effectively with others and processes information effectively.
• Adept at working under pressure with frequent interruptions and ability to change focus immediately.
• Must be flexible and able to adapt to change in the workplace.
• Must be creative and possess clear ability for logical thinking with a collaborative and flexible approach.
• Must be detail oriented.
• Must be highly motivated, organized and a self-starter.
• Must be able to pass criminal history checks.
• Must be able to pass a credit check.
• Must be willing to take and pass a drug/alcohol test and comply with agency “Drug Free” Policy.
• Must possess and maintain valid New Mexico motor vehicle operator’s permit of appropriate classification and endorsement as required. Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law. MVR background checks may be conducted by the agency.
  
  

PHYSICAL DEMANDS

• The usual requirements in an office environment may require lifting boxes of supplies, equipment, and occasional adjustments of office furniture.
• Frequently required to sit, talk, or hear.
• Frequently required to stand, walk, use hands to finger to handle or operate objects, controls, or computer or office equipment.
• Occasionally required to reach with hands and arms, climb or balance, stoop, kneel, crouch, and crawl.
• Occasional pushing, pulling, lifting and/or moving up to 25 pounds.
  
  

WORK ENVIRONMENT

• Possess ability to adapt to inclement weather conditions and/or situations.
• Noise level could be low to moderate in work environment; however, outside the building the noise level can be extremely loud with incoming aircraft.
• Available for occasional night and weekend work.
  
  

TRAVEL REQUIREMENTS

• Minimal travel - ability to travel for activities such as meetings, classes, and workshops in and out of the area
• Must be able to travel by air as needed to attend training, conferences, and related activities
• Overnight travel as required
  
  

Knowledge Of

• Basic office procedures and practices, grammar, and business English.
• Generally Accepted Accounting Principles (GAAP).
• Basic fund accounting and bookkeeping principles and practices, including double entry accounting, accounts payable, accounts receivable, cash receipts, and budgeting.
  
  

SKILL IN:

• Establishing and maintain routine working relationships with citizens, and employees.
• Balancing a variety of duties, prioritizing assignments and meet deadlines.
  
  

ABILITY TO:

• Operate modern office equipment including computer equipment. Proficiency in MS Word, Excel, QuickBooks, Incode, and Outlook is a must.
• Work in a team environment as well as independently with time management, good time office skills and flexibility
• Handle and prioritize a variety of assignments and meet deadlines.
• Communicate effectively with other team members and management.
• Understand and carry out instructions and procedures with minimal supervision.
• Communicate effectively with all levels of employees and management, both orally and in writing using correct business English, including spelling, grammar, and punctuation.
• Make accurate arithmetic calculations.
• Operate air to ground and two-way radio.
• Drive occasionally long distances.
• Work in stressful environment and deal effectively with stress.
• Perform duties and adapt to flexible work schedules as established by management.
• Maintain physical condition and stamina appropriate to the performance of assigned duties and responsibilities which may include sitting, or standing for extended periods of time, driving or riding in car, bus or van, and operating assigned office equipment.
  
  

Closing Statements

• Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position.
• In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.
• This job description is subject to change as the needs of the Village and Department change or the requirements of this position change.