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PURPOSE OF POSITION:
This position will assist the Airport Administrative Services Supervisor by performing a variety of complex, routine, and technical administrative functions in support of the Redmond Municipal Airport.
This description covers the most significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related to, or logical assignment to the position.
The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
ESSENTIAL JOB FUNCTIONS:
Receives the public by phone and in-person; answers multi-organization questions and provides complex and detailed information as required to employees, citizens, and organizations. Refers, when necessary, to appropriate persons.
Provides administrative support to managers and supervisors within the department to coordinate workflow. Monitors administrative activities and ensures conformance with City policy and procedure. Establishes and compiles record-keeping systems, analyzes data and prepares periodic departmental reports.
Creates and monitors departmental records and forms. Develops, organizes, and maintains a variety of filing systems, records, reporting systems, and documents for department. Scans various administrative files and distributes documents and records as required.
Shuttles vehicles; transports packages, mail, documents, and deliveries to various locations. Performs department errands within City as needed.
Composes and edits a variety of correspondence, reports, statistical data, contracts, meeting minutes, transmittals, memoranda, and other material requiring judgment as to content, accuracy, and completeness, some of which may require obtaining, organizing, and planning suitable presentation of content. Edits, proofs, and rewords work of others as needed.
Obtains and compiles information needed for administrative use or report preparation where only general directions are received. Inputs data to standard office and department forms; creates forms as needed; compiles data for various reports or documents.
Coordinates complex calendars, meetings, and complex and flexible travel schedules for the Airport Leadership, Airport Committee, City Council, outside shareholders, and City Leadership.
Assists administrative staff with travel logistics and documentation in accordance with City policy.
Collect approved timecards, timesheet reports from supervisors,
Attends Airport Commission meetings, prepares, assembles, and distributes notices, agenda, and packets; records and prepares the minutes; maintains mailing lists; indexes and files the minutes packet materials; distributes other information as requested. Airport Commission meetings are held outside of routine business hours.
Assists the Airport in community engagement program development, recordkeeping, and coordination of volunteers.
Maintains Airport Terminal Lost & Found program; collects items from various stations in Terminal; logs lost & found items and inquiries; makes every effort possible to find owners of lost items; tracks and delivers donations of lost items to a local charity.
Cross-trains with other administrative staff to assist in duties during peak periods and to provide back-up during absences.
Performs a variety of administrative duties and related work as assigned which may or may not be routine in nature and other duties as assigned.
May operate a motor vehicle on occasion to collect mail, attend meetings, trainings, and other situations when necessary.
JOB QUALIFICATION REQUIREMENTS:
Mandatory Requirements:
An Associate’s degree in Business, Public Administration, or a related field, and four (4) years of verifiable administrative work experience; or any equivalent combination of experience and training which demonstrates the ability to perform the above-described duties.
Thorough knowledge of general office practices and procedures; correct and effective use of grammar, business English, spelling, and punctuation. Thorough knowledge of filing systems, operations, policies, procedures, terminology, and governing laws of the department. Proficient writing skills to prepare reports, technical and procedural documentation. Knowledge of computer systems and software; basic math principles.
Understand and execute complex oral and written instructions; express ideas and convey information effectively, orally and in writing; maintain confidentiality; deal effectively with frequent interruptions and several situations at one time; establish priorities and organize own workload; establish and maintain effective working relationships with other employees, public and private offices, and the general public; and effectively use business telephone etiquette.
Desirable Qualifications:
For desirable requirements to be considered, one must have met the mandatory requirements noted above:
Bachelor’s Degree in Business Administration, Public Administration, or related field
Two (2) years verifiable work experience in Airport
Two (2) years verifiable work experience in municipal (City/County) government
Two (2) years verifiable work experience in MS Word, MS Excel, database software, creating and editing documents, creating charts and graphs, and creating reports and queries.
Familiarity with computerized and wireless access control systems
Current Oregon Notary Public
Special Requirements/Licenses:
The position could be required to operate a vehicle in the course of their position. Possession of, or must obtain within thirty (30) days from date of hire, a valid Oregon driver’s license.
Must have a safe driving record.
SUPERVISORY RESPONSIBILITIES:
This position is not a supervisory position. Employee may assist in direction, guidance, or training in operational procedures to other department staff.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to operate objects, tools, or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
TOOLS AND EQUIPMENT USED:
Requires frequent use of personal computer, including word processing, Internet, and spreadsheet programs; calculator, telephone, scanners, copy machine, fax machine and postage machine. This position requires use of City vehicles.
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 job functions.
This position will be working primarily in an office setting. This position may involve some physical exertion and eye strain from working with computers and other office equipment. Work involves the normal risks and discomforts associated with an office environment. rarely works in outside weather conditions. The noise level in the work environment is usually quiet.
This description covers the most significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related to, or logical assignment to the position.
The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.