Airport Maintenance Administrative Assistant - #1405713

Description

Position: Airport Maintenance Administrative Assistant

Status: Non-Exempt

Reports to: Airport Maintenance Manager

Location: San Bernardino International Airport

Salary: $25.68 - $33.50 per hour with full benefits

DEFINITION

Under supervision, performs a variety of administrative and transactional tasks in support of the Airport Maintenance Department. Primary responsibilities include processing vendor invoices, preparing and tracking Purchase Requisitions, maintaining work order systems, and providing general administrative support to the department. This position works alongside the Airport Maintenance Contract Specialist to support and assist with contract and procurement related duties as needed.

SUPERVISION RECEIVED AND EXERCISED

Receives direct supervision from the Airport Maintenance Manager. Exercises no direct supervision of staff.

Essential Duties

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth.

• Provides support to managers, supervisors and staff by assisting with administrative duties including organizing and maintaining the department’s work order system, utilizing the computerized preventive maintenance system, scheduling and prioritizing meetings
• Screens maintenance calls, visitors, and incoming mail; provides information to the public, including staff, contractors and vendors; resolves problems as appropriate.
• Acts as a liaison between management, staff and external customers.
• Schedules training for maintenance department staff and maintains training records.
• Orders supplies, parts, and materials consistent with purchasing procedures. May be responsible for administering inventory control systems and records.
• Prepares, processes, and tracks purchase requisitions and change orders for services and materials; receives and processes all maintenance vendor invoices, ensures timely payments.
• Creates, issues and monitors work orders for maintenance divisions and as required.
• Collaborates with Risk Management and Human Resources to ensure assigned work orders are consistent with permanent and/temporary accommodation or restrictions.
• Organizes and maintains a library of maintenance department information, including manuals, MSDS sheets, vendor catalogues, maps, safety records, and related materials.
• Assists with a wide variety of assignments related to general administrative activities, research projects, and historical analyses consistent with department programs and objectives.
• Establishes, maintains, and fosters positive and effective working relationships with those contacted in the course of work including the. public, vendors, contractors, and agency staff.
• Performs other duties as assigned. The employee will receive the training, instructions, and support needed to successfully complete any additional tasks that fall within the general scope of their duties and align with the operational needs of the agency.
  
  

Requirements

QUALIFICATIONS

Knowledge Of

• Standard administrative principles and practices.
• Methods of conducting research.
• Applicable Federal, State, and local laws governing airports.
• Modern office practices and procedures, including using standard office equipment and basic software applications.
• Business letter writing practices and the standard format for reports and correspondence.
• Basic principles of the English language, including proper spelling, grammar, punctuation, sentence structure and verbal communication.
• Techniques for providing quality customer service.
  
  

Ability To

• Take initiative and use independent judgement.
• Learn and interpret related procedures and purchasing policies.
• Learn maintenance department scheduling and work order process.
• Perform responsibilities with accuracy, speed, and general supervision.
• Prepare narrative and statistical reports, maintain, and prepare accurate records.
• Prioritize multiple tasks in an effective and timely manner; respond to inquiries, organize work, set priorities, and meet critical deadlines.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment.
  
  

Education And Experience

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to the completion of twelfth (12th) grade and three (3) years of office management experience. Experience in preventative maintenance systems and scheduling is desirable.

CONDITIONS OF EMPLOYMENT

• Possession of, or ability to obtain, a valid California Driver’s License by the dates of employment.
• Successfully complete background check to obtain and maintain federally mandated security clearances where required.
• Completion of a 10-panel drug screen for all substances deemed illegal by the Federal Government
• Must possess or be able to obtain by the start of employment, a valid California Driver’s License. This position requires the ability to operate agency vehicles as part of regular job duties.
  
  

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Due to the incumbent’s location in the maintenance workshop, he or she must possess the mobility to occasionally work in and around the shop. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Due to the proximity to the maintenance work shop, may be exposed to dust, fumes, and potentially hazardous substances. Employees may interact with upset staff and/or public and private representatives.

EEO Statement

IVDA/SBIAA is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice.

It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.

Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.