FRG - Administrative Assistant/Security Acces

Position: Administrative Assistant/Security Access Coordinator

Reports to: Finance & Administration Manager

Division: Airport Management Services Division

Location: Republic Airport

Basic Functions

Under general direction, plan, manage and coordinate the security-related activities, communications, and security program for Republic Airport and provide administrative support to the Airport Management staff.

More specifically the Security responsibilities include the following:

• Serve as the Airport’s immediate contact for security-related activities and communications with tenant activities.
• Manage airport access control system. Process new user access requests, modify existing user accounts, deactivate/delete user records/accounts. Reset passwords and unlock user accounts.
• Central point of contact for all access problems/questions of tenant “Designated Employee Representative (DER).”
• Maintain database of access control master list. DER for Airport staff and Echo ramp tenants for ID badging process.
• Develop and conduct initial and recurrent training for all Airport personnel and tenants on Airport badging, access control and security procedures.

The Administrative responsibilities include the following:

• Administer the general airport files, and the airport agreement files, including monitoring agreement schedules, generating necessary documentation and tenant insurance requirements schedules, and interfacing with NYSDOT regarding lease related requests.
• Perform website administration duties including working as a liaison with Republic Airport website administrator.
• Perform filing, including sorting and arranging of material into files according to prescribed system.
• Open and sort incoming and inter-company mail or facsimile for distribution. Collect and prepare outgoing letters, packages, etc. for mailing.
• Answer and screen phone calls in a professional manner, respond to inquiries, greet visitors, take messages, prioritize important calls, contact appropriate persons.
• Type material of more than average difficulty from clean copy to rough draft using a computer. Involves planning, set-up and arrangement of work and exercise some judgment and initiative, e.g. correction of errors in spelling, grammar, punctuation, etc.
• Order office supplies and services. This often involves working with vendors, negotiating orders, follow-up, verification of delivery and preparation and completion of inventory protocol.
• Maintain knowledge of automation equipment and procedures and a high level of proficiency in the airport computer system.
• Coordinate airport meetings, airport management schedules, and seminars attendance, including making and confirming registration, travel arrangements and preparation of expense reports.

SKILLS & QUALIFICATIONS

• Responsible for handling confidential information
• Familiar with computer equipment and word processing and spreadsheet applications.
• Participate in OSHA programs when required.
• All other tasks/projects as may be directed by the Airport Director, Airport Manager, Assistant Airport Manager, or Finance and Administration Manager.
• Skill in managing the activities of personnel engaged in unit functions. Skill in effective communication, both orally and written.
• Skill in establishing and maintaining effective working relationships with NYSDOT, tenants and county, city, state and federal agencies.
• Ability to assess situations and make accurate decisions within a limited time frame.
• Ability to exercise independent judgment and initiative.

MINIMUM REQUIREMENTS

• 2-year college degree or equivalent required, 4-year degree preferred.
• Minimum three years of recent experience in office procedures.
• General clerical skills, including word processing skills and computer operations.
• Type at least 45-50 words per minute.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

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 concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

Must maintain a valid NYS driver’s license as a condition of employment.

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 regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; talk and hear. The employee frequently is required to climb or balance, stoop, kneel, crouch, or crawl, and smell. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distant vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

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