Administrative Professional III – Airport Starting Salary: 35 ($35,052/year)
Individuals hired in this position have the opportunity to progress up to $52,578/year, which is the maximum salary for this position as of December 2018.
Under the direction of the Airport Manager, independently performs a wide variety of responsible, complex, and confidential administrative and secretarial duties for the City of St. George in support of the Airport Division as well as airport specific duties and tasks, requiring a working knowledge of well-established and pertinent agency terminology, rules, and procedures for the Airport manager and other professional staff. Researches complex topics, policies, and procedures as needed to facilitate operational goals. Advises team members and others on developments which are important to or may impact the division. Prepares division work schedule, collects data, exchanges information, answers phone, and greets and screens visitors. Relieves management of administrative routine by handling such items as independently responding to correspondence, preparing written reports on project status, or coordinating division activities with regulatory agencies.
Essential Functions (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. The list of tasks is illustrative only and is not a comprehensive listing of all functions and tasks performed by positions in this class.)
1. Acts as liaison with other departments, divisions, outside agencies, committees, or boards. Develops and maintains confidential and non-confidential files. Performs duties of confidential secretary for department head and security coordinator as needed.
2. Compiles, maintains, and publishes various statistical and budgetary reports. Researches topics or issues; collects and tabulates data; and composes narratives, spreadsheet presentations, and/or PowerPoint presentations.
3. Performs professional secretarial, office managerial, and reporting functions for division and FAA personnel. Writes reports using own analysis of project data. Composes and types correspondence, including confidential and legal documents. Authorized to respond in writing on behalf of division. Types memoranda, reports, forms, and other materials from rough draft, final working draft, or notes. Makes travel arrangements, sets meetings, and schedules conference rooms. Accounts for division revenues and prepares deposits.
4. Maintains database and/or website of division facts and information.
5. Assists the Airport Manager in completing forms, permits, and applications. Maintains records on databases and hard copy filing systems by updating information and comparing elements for consistency with established policies and procedures. Works closely with the Airport Manager to ensure the safe and efficient operation of the Airport.
6. Meets and deals with the public, both in person and over the phone, to provide information, resolve complaints, fulfill requests, or refer calls to appropriate department. Uses public relation skills in handling complaint calls and routing calls to proper department for assistance. Works with tenants for terms on airport land or concession lease agreements. Prepares for city council agenda. Issues customer gate access cards and maintains database.
7. Schedules office equipment maintenance and arranges for repairs when necessary. Purchases office supplies and equipment. Maintains inventory for Operations’ equipment and lighting.
8. Ensures records for Part 139 rules and regulations are current. Schedules employee training for Operations and ARFF (Aircraft Rescue and Fire Fighting). Assists with operations, security, and ARFF procedures as needed.
9. Bids jobs and prepares for purchase requisitions and codes invoices and prepares for payment. Assists with grant administration and Request for Reimbursements for the FAA.
10. Participates in general planning for better quality and more efficiency in office.
11. May supervise part-time clerical staff, participate in hiring process and coordinates work volume.
12. Performs projects as they become apparent or as the department head assigns.
13. Prepares purchase requisitions, contracts and agreements, tracks expenditures, and processes invoices and related paperwork. Verifies and maintains account codes for all purchase orders, deposits, invoices, credit card charges, and miscellaneous receipts with professional staff or director.
14. Performs other general office tasks; photocopies and collates documents; opens, screens and routes mail; issues airport security gate cards; and assists in the operation of the Airport’s UNICOM radio.
15. Prepares and disseminates Airport Advisory Board packets. Attends Airport Advisory Board meetings and takes minutes that summarize presentations, discussions, and Board actions.
16. Assists with special events, VIP visits, meetings, and airport tours.
17. Participates in department studies and projects by locating and organizing selected information, summarizing data, and verifying processing.
18. Performs other related duties as required.
Typical Physical/Mental Demands/Working Conditions
Intermittent sitting, standing, and walking. Handling of light weights and pleasant working conditions with little or no exposure to hazards. May be exposed to discomfort associated with constant monitoring of computer video display screens. Intermittent exposure to stress as a result of human behavior, human error, work deadlines, and the demands of multiple complex projects. May require various work hours, including evenings, weekends, and holidays.
Education: High school diploma or equivalent. Courses in business, modern office procedures, computer applications, English language, and arithmetic preferred. Some college level or technical school courses are desirable.
Experience: Minimum of five (5) years full time, paid, increasingly responsible secretarial and general clerical experience related to project management, data management, and office support, including a minimum of two (2) years full time experience in two or more of the following: research, accounting/bookkeeping, data collection, and analysis and/or presentation prepared on spreadsheet software.
Licenses and/or Certifications: Possess a valid driver license. A valid Utah Driver License must be obtained within 60 days of hire and be maintained throughout employment.
Knowledge, Skills, and Abilities
• Modern office terminology and procedures, telephone techniques, and time management skills.
• Human relations and organizational skills.
• Letter and report composition; grammar and punctuation; and computer software applications, including word processing, spreadsheets, and database programs.
• Considerable knowledge of the organization and structure of the division and of municipal governments.
• Type 60 words per minute (net).
• Demonstrate tact and discretion in preparing, disclosing, and handling information of a confidential, controversial, and sensitive nature.
• Establish work priorities and remain flexible.
• Efficiently respond in a calm and effective manner to a variety of demands and projects.
• Demonstrate effective verbal and written communication skills.
• Meet established deadlines.
• Coordinate information, arrangements, and correspondence with minimal review.
• Establish and maintain good working relationships with all levels of City staff and the public.
• Satisfactorily pass a ten-year criminal history background check as may be required by the Federal Aviation Administration and/or the Transportation Security Administration.
• Understand and communicate clearly in English, and communicate clearly and distinctly via radio transmissions.
• Be flexible, and work well under pressure in an environment with changing priorities.
• Communicate clearly and distinctly with visitors and telephone callers.
• Courteously provide information and service to the public and other City staff.
• Work independently and make sound decisions.
• Learn, retain, and use technical terminology, equipment, and computer applications.
• Remain calm in difficult situations, and maintain mental alertness and stamina to perform routine and specialized duties for long periods of time.
Submit a completed City of St. George Employment Application online at careers.sgcity.org. Applications are reviewed on an ongoing basis. This Position closes 10/23/2019 12:00 AM. Refer questions to Human Resources at 435-627-4670. Pre-employment drug screening and criminal background screen are required. EOE. We make reasonable efforts to provide reasonable accommodation to disabled candidates.