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Office Administrator

MOBILE AIRPORT AUTHORITY

JOB CLASS SPECIFICATION

Date Approved:  12/23

Grade:   K

JOB TITLE:              Office Administrator

REPORTS TO:         Vice President of Administration

FLSA STATUS:        Non-Exempt

JOB SUMMARY

Work involves the daily operation of the Mobile Regional Airport Administration Office.  Duties include but are not limited to answering telephones, greeting the general public, directing appropriate calls, as well as generating, receiving, processing, and recording requisitions, purchase orders and invoices.  Work will be reviewed by the Executive Team through observation and evaluation.

JOB RESPONSIBILITIES

Open and close the administration office on a daily basis.  Answer all primary telephone lines coming into the office.  Greet and assist all members of the public as well as any tenants or visiting agencies.  Process incoming and outgoing mail.  Ensure that the stamp machine is full and in working order.  Distribute and collect all paper applications filled out and submitted at the Mobile Regional Airport.  Provide job applicants with a list of open positions and/or a copy of the External Job Posting Announcement(s).  Provide Employment Application with Instructions.  Ensure application is completed accurately and includes all required documentation.  Forward all original applications to the Human Resources Department.  Assist other members of the administration staff with scheduling meetings, training classes, and other special events.  Cross- train with the Operations Administrative Assistant and Receptionist on essential job functions to be able to perform some of these job functions in the event of their absence.  Receive, record, and process requisitions from department managers and supervisors.

 

Ensure all back-up documentation is included before being sent to the Purchasing Manager for approval.  Ensure all purchasing card requisitions and reports are properly executed with the appropriate back-up paperwork and receipts attached.  Receive, match and record requisitions to purchase orders.   Analyze all receipts for accuracy and work with the supervisors and department heads to rectify inaccuracies and process for payment when resolved.  Review and process all utility bills for the Mobile Regional Airport and bring any notable discrepancy to the attention of the Executive Team.   Receive, record and process invoices received. Match invoices received to purchase orders on file.  Ensure all backup documentation is attached and is accurate.  Resolve any discrepancies prior to submitting for pay approval.  Review and process all parking invoices and receive a daily and monthly count of all vehicles in the long term and short term parking lots at the Mobile Regional Airport.  Maintain accurate and up to date spreadsheets on the above for review by the Executive Team.

MATERIALS AND EQUIPMENT USED

Computer, calculator, copier, office machines.

QUALIFICATIONS REQUIRED

Knowledge, Abilities and Skills

Strong attention to detail and exemplary organizational skills.  Ability to work independently and adapt to shifting priorities while continuing to meet deadlines.  Must effectively manage the needs and expectations of patrons, vendors, staff and upper management.  Demonstrate impeccable skills for working with internal and external customers and exhibit a high level of customer service.  Professional demeanor; ability to communicate effectively at any level.  Able to handle multiple tasks efficiently and make quick decisions.  Demonstrate skills to balance multiple projects and meet deadlines.  Clear verbal and writing skills.  Must maintain a positive attitude with the public as well as tenants and other airport employees.  Must have the ability to remain calm in stressful circumstances.  Ability to analyze data in order to spot inaccuracies and work quickly to resolve them.  Must have the ability to work largely unsupervised.  Must have the ability to learn quickly with excellent retainage of knowledge learned.

Minimum Training and Experience

High School Diploma or GED required.  Bachelor’s Degree highly desirable or a minimum of three (3) years of related experience and/or equivalent combination of education and experience in an aviation, hospitality or retail environment.  Proficiency with Microsoft Office and strong knowledge of Microsoft Excel.

Environmental & Physical Requirements

Generally works in an office environment.  The work environment and nature of the job function exposes the employee to all members of the traveling public.  With this is the risk of being exposed to potentially life threatening situations.  Employee can also be exposed to individuals who display violent or erratic behavior and carry communicable diseases.  Work requires the ability to sit for extended periods of time.  Work will require the daily long-term use of a computer as well as other normal office equipment.

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