Administrative Assistant II - Airport Design & Construction

San Diego International Airport is built upon the vision that every team member has a stake in bringing our “Good Feelings, Nonstop” brand to life for every passenger and fellow employee. Here at the Airport Authority, we love San Diego as much as we love flying, and we see our airport as an extension of the always friendly and sunny city we call home. If you are looking for a team that values each other, does great work, and most importantly, has a lot of fun along the way, we invite you to apply today.

The Airport Design & Construction (ADC) Department is looking for a self-motivated individual with demonstrated administrative support skills in an Administrative Assistant II role. The ideal candidate will provide a range of support for the ADC Department and

• Prepares departmental correspondence and documents with accuracy and precision including but not limited to; memorandums, charts, reports, contracts, agreements, amendments, agenda sheets, forms, and other documents ranging from routine to complex; serves as the department’s Records Coordinator and performs document control functions.
• Receives and screens telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment, determines the priority and routes incoming correspondence as appropriate.
• Distributes RFP’s and RFQ’s to respondents and prepares required documentation in accordance with SDCRAA’s process.
• Coordinates and confirms meetings for department staff; arranges for meeting setup, takes notes, and types minutes; maintains a department director’s or manager’s calendar and schedules appointments and meetings.
• Prepares travel and training requests; coordinates travel and other arrangements for conferences and business trips; compiles expense reports; processes payments for registration.
• Reviews, processes, and submits department timecards; processes absence requests; maintains employee attendance records; ensures payroll codes and leave time are accurate; logs and proofreads absence requests and time.
• Attends to a variety of office administrative details; maintains inventory and orders office supplies; maintains office equipment by keeping maintenance contracts current, and requests repairs as needed.
• Communicates with the department’s vendors and contractors, reviews incoming invoices, and prepares payment requests to be routed for approval. Assists with preparation and tracking of department budget and contract administration.

Competencies:

• Communication: Proficiently exchange information through various avenues including verbal, digital, written; facilitation and persuasion with both internal and external stakeholders.
• Judgement & Decision Making: Ability to use appropriate judgement and confidentiality in selecting procedures, conducting transactions with other departments, vendors and the public and solving non-routine problems based on experience-based knowledge.
• Customer & Personal Service: Provide assistance and support to Department Director, departmental staff and outside stakeholders on diverse and specialized clerical functions with a friendly and welcoming demeanor.
• Time Management & Coordination: Ability to prioritize rapidly moving deadlines and various tasks to meet the department’s needs and manage personal workflow.
• Leveraging Technology: Proficient in computer systems, word processing, database management and other software. Proficiency in Power Point, Word, and Excel desired.