Finance Administrative Specialist

Job Summary

This is administrative work in coordinating a variety of departmental support functions. The work requires seasoned knowledge of administrative principles, methods, practices and procedures which is gained through a combination of training and substantial on-the-job experience. In addition to providing administrative support, this work will involve managing the company’s public records compliance process and the company’s compliance with the FL Statute regarding Airport Transparency. Contacts with others require skills in understanding people, coordinating administrative functions and representing the department. The work is performed by following management and administrative policies and involves the frequent use of judgement in resolving issues that affect the department. The work is performed in an office environment.

Essential Functions

• Provide clerical and administrative support to the Chief Financial Officer
• Greet visitors, screen incoming calls and answer routine inquiries, for the Finance department and at the main JAA reception desk as required.
• Perform administrative support, including managing the department calendar, typing department communications, maintaining the department’s filing system, and coordinating materials for meetings and events.
• Prepares meeting agendas, attends department meetings, records / transcribes minutes as required.
• Manage company public records compliance process
• Manage company compliance with FL Statute 332.0075 (Airport Transparency Compliance)
• Coordinates travel arrangements and process all related travel authorization documents and expense reports.
• Process payments and vouchers to reconcile P-Card charges with Oracle.
• Prepare purchase orders, work orders, direct payment vouchers and payment requisitions.
• Assists with the preparation of the department’s budget.
• Receives, reviews and distributes accordingly all departmental mail.
• Daily collaboration with Finance and Information Technology and other departments as needed.
• Monitors the functionality of office equipment and coordinates the timely repair and maintenance of the same.
• Maintains office supplies inventory through coordination with Procurement department.
• Participate in JAA employee committees, teams, events, etc. as time permits.
• Coordinates departmental compliance with Florida’s Records Retention/Disposition laws, rules and procedures.
• Coordinates special projects and events as assigned.
• Performs other duties as required.

Knowledge, Skills & Abilities

• Knowledge of administrative and clerical procedures.
• Knowledge of principles and processes for providing customer and personal service.
• Excellent oral and written communication skills.
• Excellent interpersonal skills, with customer service orientation.
• Detail-oriented.
• Ability to interact professionally with diverse personalities at various levels of the organization.
• Ability to type a minimum of 55 wpm.
• Proficiency in MS Office (Word, Excel, Power Point).
• Excellent organizational skills.
• Ability to coordinate and plan events.
• Ability to read and understand complex reports.
• Flexible and adaptable team player.
• Ability to multi-task and handle multiple priorities simultaneously.
• Ability to handle confidential and sensitive issues with tact and diplomacy.
• Knowledge and understanding of organizational functions and systems of influence.

Required Education & Experience

• High School diploma or its equivalent and
• Six (6) years of experience providing administrative support or related experience and
• Proficiency in Microsoft Word, PowerPoint, and Excel or
• An equivalent combination of education, training and experience.

Preferred Education & Experience

• Certification or Associate level degree in Business Administration or Office Management
• Experience using Oracle software
• Experience coordinating corporate travel

Licenses & Certifications

• Must be able to obtain and maintain a Security Identification Display Area (SIDA) badge
• Must possess and maintain a valid Florida Class E driver’s license

Physical Demands

The physical demands consist of moving from one work location to another, sitting or standing at a workstation for extended periods of time and may involve lifting objects weighing up to 15 pounds.

Must be able to perform the physical requirements of the position with or without reasonable accommodation.