What are the responsibilities and job description for the Office Assistant position at The HR Source?
This provisional position works in the Maintenance Department at a major airport and reports to the Manager of Airport Maintenance or designee. This position will be responsible for providing critical administrative support to the Maintenance Department. Overall, this position routinely interacts with internal and external customers, business partners, and company employees.
Responsibilities Reporting directly to the Manager of Airport Maintenance. The selected candidate will be responsible for, but not limited to, a variety of clerical duties including, but not limited to:
- Scheduling and preparing for meetings hosted by Maintenance management (sign-in sheets, conference room set up, ordering food, etc.)
- SAP entries
- Ordering and maintaining supplies
- Assisting the Manager with timesheet processing and overtime tracking
- Collecting and tracking information such as training completion
- Maintaining and improving file organization in support of the Maintenance Manager
- Creating labor documentation
- Prioritizing and distributing confidential and sensitive mail
- Preparing ProCard transaction logs
- Reviewing and editing correspondence for the Maintenance Manager’s signature
- Preparing travel authorizations and expense accounts for business trips and assisting with budget documents.
Additional Information
- The hours for this position are from 8:00 AM to 4:00 PM, Monday through Friday, unless otherwise indicated by the Manager of Airport Maintenance or designee.
- The selected candidate may be required to work off-hour 12-hour tours during snow season and participate in all snow/emergency occurrences/operations.
Minimum Qualifications Candidates must present the following qualifications to be considered eligible for this position:
- Applicants must meet all performance and attendance standards and have completed all probationary periods.
- Applicants must hold a position at the Specialist’s level (C-18 or above).
- Applicants must meet all qualifications of Band III titles identified in the Administrative Testing Series Bulletin issued on October 22, 2008.
Desired Qualifications
- Demonstrated strong interpersonal and customer service skills.
- Demonstrated ability to interact effectively with senior-level management and executives within the airport community.
- Demonstrated ability to prioritize assignments, handle several tasks simultaneously and deliver them accurately and timely.
- Strong organizational and follow-up skills and the ability to plan, prioritize and anticipate the operational needs of the Airport Maintenance Manager.
- Thorough knowledge of the organization's structure, policies, and procedures.
- Demonstrated ability to take initiative and use independent judgment.
- Significant experience in preparing memorandums and external correspondence.
- Experience with PC-based applications such as Word, Excel, PowerPoint, Outlook, SAP, and Travel software.
- Knowledge of PeopleSoft and Indeavor.
