Airports Executive Administrative Assistant

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GENERAL STATEMENT OF JOB

Provides administrative and clerical assistance for the Airports Department.

EXAMPLES OF WORK

• Prepares, distributes, and maintains correspondence, work orders, requisitions, reports, agendas and other documents and/or files; responds to requests; organizes and relays information related to assigned functional area.
• Responds to internal and external customer requests received in person, through mail, email, and by telephone to include forwarding questions to the appropriate area for response, coordinates with other agencies as needed to ensure constituent concerns are addressed in a timely manner.
• Prepares presentations, postings, announcements, and other communication types in order to advertise public meetings, internal meetings, and other meetings; coordinates with appropriate departments, agencies, etc. as appropriate; ensures compliance with Sunshine law provisions.
• Creates, prepares, and proofreads department records, spreadsheets, files, as required to ensure records are complete and accurate.
• Creates professional documents for the Director's signature and reviews documents prepared by others prior to submitting to the Director.
• Acts as liaison for outside agencies as assigned, communicating with professionals, officials and other executive level entities in gathering and relaying information, as needed. Coordinates and organizes calendars, schedules, travel, and other related matters; oversees scheduling and use of common meeting areas.
• Conducts research, creates forms, participates in special projects, conducts surveys, and processes confidential or sensitive documents and correspondence to assist executive level management members to provide informed and timely responses to inquiries, requests for information, etc.
• Maintains inventory; orders supplies, office equipment, and other items as required; monitors budgets as assigned.
• Develops and maintains filing system, to include department staff files and departmental records, forms, reports and is designated the Department Records Custodian.
• Coordinates Airport events (scheduling, catering, etc.) and represents the Airport at off-site promotional events.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Education, Training and Experience: Bachelor's degree with course work emphasis in Business Administration or closely related field or an equivalent vocation/technical/certification; supplemented by a minimum of two (2) years' progressively responsible experience in executive office management; or an equivalent combination of education, training and experience which provides the required knowledge, skills, and abilities. Requires a minimum typing speed of 35 words per minute. Experience with Microsoft Word, Excel and PowerPoint preferred.

Licenses and/or Certifications: May require commission as a Florida Notary of Public within six (6) months of employment. May require a valid driver license.

OTHER REQUIREMENTS

Physical Requirements: Must be able to operate a variety of machines and equipment including computer, office equipment, telephone, etc. Must be able to exert 10 to 20 pounds of force occasionally, and or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Physical demands are essentially those of sedentary work.

Language Ability: Requires the ability to communicate effectively in English, including the ability to convey, record and exchange information; requires the ability to explain procedures and to give, receive and follow oral and written instructions. Requires ability to read a variety of moderately complex technical data, policy and procedure manuals, codes, professional journals, etc. Requires the ability to prepare forms and reports using prescribed formats, and adhering to all rules of grammar, spelling, diction and punctuation. Requires the ability to communicate with a broad array of individuals from various professional backgrounds.

Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Requires the application of principles of influence systems and synthesis functions.

Numerical Aptitude: Must be able to add, subtract, multiply and divide; to determine weight; calculate decimals and percentages; compute discount, profit and loss, ratio and proportion; interpret graphs.

Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads, or public contact. Requires the ability to exercise consistent tact and courtesy when in frequent contact with various professionals, county staff, and the general public.