Airport Customer Service & Administrative Supervisor

PURPOSE OF POSITION:

Under general direction from the Airport Finance and Administration Manager, this position supervises the activities of the Airport Administrative Services by providing innovative operational support and strategies to multiple divisions and programs within the Department. Primary areas of focus include Airport project management, overseeing financial processes within Airport Administration, budgeting and purchasing within the administration office, customer service, general administration, communications, committee and community engagement, grant management, and safety. This position provides supervision to Airport Administrative Services staff to include assigning and reviewing work, evaluating performance, and ensuring compliance with policies and procedures.

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:

Oversees day-to-day activities of the Airport Administrative Services division; manages assigned operations to achieve goals within available resources; plans and organizes workloads and staff assignments; trains, motivates and evaluates assigned staff; reviews progress and directs changes as needed.

Development and distribution of key messaging and information to enhance the understanding, perception, and image of the Airport.

Coordinate and oversee the development, design, and preparation of the Airport's print and electronic communications, internet websites, and other Airport communications.

Ensure Airport staff and stakeholders are informed of Airport's operation and administrative status.

Prepare presentations using various software applications and produces staff reports, job descriptions, position requests, resolutions, ordinances, administrative policies, etc. as assigned.

Develop notices, flyers, brochures, newsletters, media releases, news articles and other informational materials about programs and services; maintain Airport website, email, and other social media outlets.

Participate in short and long-term strategic planning aimed at increasing marketing and public relations outreach.

Represent the department in meetings, committees, and conferences to continually promote positive external brand.

Assist with public outreach and communication efforts for department projects and initiatives.

Communicate official plans, policies, and procedures to staff and the public using various outlets; makes presentations to supervisors, boards, commissions, civic groups, and the general public as assigned.

Assist the City Safety Program Manager in the development, implementation, and supervision of department-wide training and safety activities to maintain compliance with applicable local, state, and federal safety requirements.

Operate a motor vehicle on occasion to attend meetings, trainings, collect and distribute mail, etc.

Prepare a variety of studies, reports, and related information for decision-making purposes; conduct research, analysis and prepare recommendations regarding proposals for programs, grants, services, budget, equipment, etc. Coordinate with managers to ensure compliance with periodic reporting requirements.

In cooperation with the FAA Airport Projects Coordinator, oversee the Airport DBE Concession Plan, Airport DBE Contract Program, Airport FAA ADA Program, Airport FAA Title VI Program, Airport Safety Management System (SMS) coordinator, the Passenger Facility Charge Program and other programs and grants as assigned.

Provide management and administrative support to the Airport Director and Airport Division Managers. Confer with the Director or Division Managers and coordinate with other City Departments and outside organizations to develop and implement administrative policies and procedures; monitor general administrative activities and ensure conformance with department work plans; design and manage record keeping procedures and systems. Comply with and analyze performance measurement data and prepare regular and periodic reports pertaining to the work of the department.

Perform various duties associated with project management; including, but not limited to, overseeing project timelines and milestones; maintaining project expenditures and revenue spreadsheets; purchase orders; and grant management.

Investigate and follows-up on citizen requests for service, complaints, and requests for information.

Oversee and coordinate community and volunteer projects; Work closely with consultants providing information, organizing, scheduling, and arranging meetings and coordinating information received.

Plan, organize, direct, and evaluate the performance of assigned staff. Coach and mentor administrative staff to encourage improvement and development.

Participates in the recruitment of new employees, onboarding and training of new employees, interviewing, and making hiring recommendations/decisions.

Ability to coordinate and lead the work product of Airport Administrative Services staff. Ability to implement formal and informal training programs.

This position requires the ability to establish and maintain cooperative and effective working relationships with other employees and the public.

Provide backup to administrative office as needed.

Performs related work as required.

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements:

Bachelor's Degree in business management, accounting, or a closely related field, plus at least five (5) years verifiable progressive work experience in a business office setting, supplemented with at least two (2) years supervisory or lead responsibilities; or any equivalent combination of verifiable work experience and education which demonstrates the knowledge, skills, and ability to perform the above-described duties.

Thorough knowledge of general office practices and procedures; correct and strong use of grammar and business arithmetic. Strong customer service skills. Ability to understand and execute complex oral or written instructions and apply guidelines to widely varied situations; express ideas and convey information effectively orally and in writing; maintain confidentiality; establish and maintain effective working relationships with other employees and the general public; work with the public in a pleasant and courteous manner; maintain accurate records; set priorities; and handle frequent interruptions effectively; be able to multi-task; effective use of business telephone etiquette.

Must maintain confidentiality of documents and information.

Desirable Qualifications:

For desirable requirements to be considered, one must have met the mandatory requirements noted above:

• Verifiable college coursework in communications or business management

• Two (2) years verifiable work experience in communications or business management

• Two (2) years verifiable work experience in municipal (City/County) government

• Two (2) years verifiable work experience in project management

Special Requirements/Licenses:

This position will require the use of City owned vehicles. Possession of or required to obtain license within thirty (30) days of hire, a valid Oregon driver's license.

Must have a safe driving record as this position requires use of City vehicles.

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 functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to handle, feel, or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk.

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:

Computer, including word processing, database, internet, presentation, process management, and spreadsheet programs; calculator, telephone, 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.

While performing the duties of this job, the employee works in an office environment; the employee 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.