Administrative Assistant

Description

Key Responsibilities

Keep track of attendance records, monitor lateness/absence/manual miss punches, etc.

Perform general office duties inclusive of, but not limited to filing, answering telephone(s), mail distribution and composing correspondence

Updating shifts times/altering expected times prior to shift commencements to reduce missed punches including shift trades/coverage

Ensuring Exception reports are completed when required and filled out completely including signatures from both the employee and the department manager

Ensure weekly OT report is received, completed and signed by manager

Coordinate with payroll department for any missing forms (not received or received after payroll has been run)

You will need to be able to perform simple mathematical functions such as adding, subtracting, multiplying, and dividing as you will need to determine hourly rate calculations

Responsible for ensuring all US Postal Service paperwork is processed in accordance with all government statutory requirements

Enter fuel tickets into the application(s) daily to maintain established deadlines.

Inputs inventories, receipts and transfers daily

Perform analysis of (loss/again) in the system daily

Responsible for reconciling daily book inventories by individual supplier

Validates monthly closing reports to ensure that monthly summaries add up to daily totals

Maintain all base fueling billing through Accounts Payable

Organize, arrange and enter document data in accordance with established procedures

Perform general office duties inclusive of, but not limited to filing, answering telephone(s), mail distribution and composing correspondence

Any and all other task as requested by department managers and/or the General Manager

Qualifications

High school diploma or general education degree (GED); or one to two years related experience and/or training; or equivalent combination of education and experience. Knowledge of Kronos and UltiPro software.

Must be at least 18 years of age

Possess and maintain a valid US driver’s license

Must pass pre-employment drug screen

Ability to proficiently read, write and speak English

Must be comfortable lifting 70lbs

Must pass FBI background check and obtain US Customs seal

Must be available and flexible to work variable shifts including weekends and holidays

Prior Customer Service Experience preferred

Proficiency with 10key and typing minimum 35 wpm

Enjoys dealing with people daily

Strong interpersonal skills with the ability to communicate with people at different levels and from different cultural/ethnic backgrounds

Knowledge, Skills and Abilities

Ability to learn quickly

Ability to understand and carry out oral and written instructions and request clarification when needed

Strong interpersonal skills

Ability to work as part of a team

Ability to build relationships

Working Conditions

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.

Work is primarily done indoors; however, the individual will be working at the station where harsh weather conditions could affect the indoor environment. The Administrative Assistant may also be responsible for operating company vehicles outside on the airfield.

This individual will also work with disgruntled customers and employees throughout the airport and must maintain a positive attitude when representing our company and communicating with customers within the airport.

Physical Requirements

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 stand, walk, sit, use hands to finger, handle or feel objects, tools or controls; reach with arms, climb or balance; and talk or hear.

Other tasks may include lifting heavy items up to 35lbs which could also involve bending and stooping.

Qualifications

Education

Required

High School or better

Licenses & Certifications

Preferred

DRIVERS LICENSE

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)