Administrative Assistant - Williston Basin International Airport

Job Description

Let your career take off with the

Williston International Airport as an Administrative Assistant!

Summary:Under administrative direction of the Airport Director, manages financial programs and administrative services in support of the Airport.

Supervision Received:Assistant Airport Director and Airport Director.

Supervision Exercised:None

FLSA Status: Non-Exempt

Essential Job Functions:

Essential responsibilities and duties may include, but are not limited to, the following:

• Greets visitors and phone callers; provides information or resolves issues or complaints if possible; refers visitors or callers to appropriate staff person.

• Sorts and distributes incoming mail both hard copy and electronic.

• Coordinates complex calendars, meetings, and complex and flexible travel schedules for the Airport Director, City Commission and Senior Management Team Members.

• Provides staff support to the Airport Director; schedules meetings; listens, interprets, takes, and transcribes meeting minutes; conducts mailings; distributes information to necessary personnel.

• Has good listening skill; can receive a list of instructions and can follow them without much follow-up; can ensure the information is recorded and/or relayed accurately.

• Performs general office duties, including copying, scanning, faxing, drafting reports for senior staff, ordering office supplies, arranging for repair of office equipment, and maintaining the office filing system.

• Inputs information quickly and accurately from a variety of sources into a computer database.

• Plans, coordinates, and executes special events taking place at the airport or on the behalf of the Airport.

• Gathers and assembles information and materials; researches, compiles and evaluations information for special projects; extracts and summarizes information from files, records, and other sources; prepares reports, graphs, displays and other exhibits in MS Powerpoint or equivalent.

• Assists Airport Operations/ARFF/Maintenance with security badging, finger printing and other office related duties.

• Provides support and coordinates sales of advertising in the Terminal building.

• Assists in the financial operations of the Airport, including budgeting, internal/external financial reporting, and fiduciary responsibility for overall airport assets (AP/AR); works directly with the independent auditor in the conduct of annual audits; assist with federal grants administration.

• Assists in the preparation of the Airport's operating budget; sets rates and charges to customers; prepares federal reports to the Federal Aviation Administration (FAA) and the Internal Revenue Service (IRS).

• Works directly with the Airport Director in the preparation and implementation of short and long-range plans; represents the Airport Director in various internal/external meetings and conferences.

• Invoice processing (Accounts Payable): Enters invoices, routes for approval, makes payments via online, check, or credit card; Balance statements to actual invoices.

• Prepares all Accounts Receivable invoices, tracks AR payments, prepares bank deposits, and monitors outstanding balances. Assists in monitoring monthly financial activities, bank statements, accounts receivable balances and reimbursement requests.

• Prepares and monitors the Airport Concession Disadvantaged Business Enterprise (ACDBE) program.

• Maintains and prepares reports for the Passenger Facility Charge (PFC) program. Conducts special projects or research and provides recommendations to the Airport Director and/or the Board of Commissioners.

• Ensures compliance with any regulations set by the DOT, FAA, TSA or other Federal or State Authority having jurisdiction.

• Performs all work duties and activities in accordance with City policies and procedures.

• Be physically present in attendance at the worksite.

• Perform all work duties and activities in accordance with City policies and procedures.

• Performs other duties as assigned by the Airport Director and Assistant Airport Director.

NOTE: The functions and duties listed are intended only as illustrations of the various types of work that may be performed and reflect the general details necessary to describe principal functions of the job as identified and shall not be considered as a detailed description of all work requirements that may be inherent in the position. The omission of the specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Required Education, Experience, Certifications and Licenses:

• Associate's degree in business management, finance, accounting, or a closely related field.

• Two years of experience in executive-level administrative support environment.

• Possession of a valid State of North Dakota Driver's license.

• Ability to pass Department of Homeland Security background check.

Preferred Knowledge, Skills, and Abilities:

Preferred Knowledge:

• Bachelor's degree in business, finance, accounting, or a closely related field.

• Experience in governmental/fund accounting.

• Experience in Federal grants management.

• Experience in managerial or supervisory capacity.

Preferred Skills and Abilities:

• Solid communications skills-both written and verbal-and proficient at proofreading.

• Maintains discretion and confidentiality in relationships with Airport Director and Management Team.

• Skilled in maintaining records-both hard copy and electronic.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners.

• Expert level written and verbal communication skills.

• Demonstrated proactive approaches to problem-solving with strong decision-making capability.

• Highly resourceful team-player, with the ability to also be extremely effective independently.

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

• Demonstrated ability to achieve high performance goals problem solve and meet deadlines in a fast-paced environment.

• Forward looking thinker, who actively seeks opportunities and proposes solutions.

• Knowledge of the principles and practices of modern financial and grants management, auditing, and accounting.

• Proficient in MS-Office including Word, Excel, Outlook, PowerPoint, and other software applications such as Adobe Acrobat.

• Skill in working independently or as a team member.

Training opportunities available to obtain desired certifications for incumbents who have met the minimum certificate, license, and registration requirements.

Language Skills:

Ability to communicate clearly and concisely, both verbally and in writing. Ability to read, analyze and interpret general business documents, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from managers, employees, and the public.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables.Ability to define problems, collect data, establish facts, and draw conclusions. Ability to deal with problems involving several concrete variables. Ability to calculate figures and amounts.

Communications:

Regular contacts within the department and City of Williston, third parties, outside representatives, community groups, and mutual aid partnerships as needed.

Use of Equipment and/or Computers:

Regular use of technology and equipment for job-related functions will be required including but not limited to computers, phones & printers.

Physical Demands:

Environmental: Office environment; exposure to computer screens. 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 functions. While performing the duties of this job, the employee regularly works indoors but sometimes travels within the city for reasons related to the job. The noise level in the work environment is moderate.

Physical: Essential and supplemental functions may require maintain physical condition necessary for standing or sitting for prolonged periods of time; extensive use of computer keyboard and mouse. While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk, and hear; use hands to fingers, handle, feel or operate objects, and reach with hands and arms. The employee must occasionally kneel, bend, lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

If requested, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations, absent undue hardship to the department.

Work Environment:

While performing the duties of this job, the employee frequently works near moving mechanical parts. The employee frequently works in outdoor weather conditions; in high, precarious places; and is exposed to risk of electrical shock and toxic or caustic chemicals. The noise level in the work environment ranges from moderate to loud. Essential functions require maintaining condition necessary for sitting and standing for prolonged periods of time. Employee will work at all Williston International Airport facilities and is expected to keep work areas clean, safe, and functional. Employee may be required to work extended hours including evenings and weekends.

Work Schedule:

This position typically works Monday - Friday 8AM - 5PM.

Regular, predictable, and dependable attendance is required.

The City of Williston does not discriminate on the basis of race, color, national origin, sex, genetics, religion, age or disability in employment or the provision of services and complies with the provisions of the North Dakota Human Rights Act. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

The City of Williston is an Equal Employment Opportunity/Affirmative Action Employer.

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