Administrative Assistant - Operations Division

JOB DESCRIPTION

Job Title: Administrative Assistant Division: Operations

Reports Chief Operating Officer
FLSA Status: Non-Exempt

To:

NATURE AND SCOPE OF POSITION

The incumbent serves as the Administrative Assistant- Operations Support under the supervision of the Chief Operating Officer or their designee, including the Operations Division- Public Safety, Airport Facilities, and Airport Operations. The position encompasses a wide range of duties related to the administrative and operational support of Jackson Medgar Wiley Evers International Airport/ Hawkins Field Airport -Operation Division. The administrative duties involve managing schedules, coordinating meetings, data entry, writing skills, handling sensitive information, and supporting administrative functions for staff and management.

PRIMARY QUALIFICATIONS

• A Bachelor's Degree from an accredited four-year college or university (preferred).
• Two (2) years of experience in work related to the described duties including excellent computer skills with a high degree of proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
• Must possess a valid Mississippi state driver’s license.
• Must be able to pass a background check and maintain security clearance.
• Must be able to work overtime and weekends.

JOB FUNCTIONS

Essential:

• Directs incoming phone calls and distributes mail.
• Support staff and management with general administrative support
• Communicates to a variety of individuals (inside and outside the company) in the retrieval and disbursement of information.
• Drafts individual and department correspondence, conducts research, compiles and assembles data for a vast array of reports.
• Draft, proofread, and edit documents, reports, memos, and presentations for board, public, and staff meetings • Organizes and maintains physical and electronic filing systems.
• Coordinates and maintains a calendar of activities for the Operation Division and support functions with other departments, the public, and tenants.
• Maintains confidential files, records, and inventory for the Operations Division.
• Completes and reviews purchase requisitions for approval by the Operations Division.
• Confirm purchase, invoice, and receipt of goods or services in the Operation Division. Manage and coordinate travel arrangements, including itineraries and accommodation as needed.
• Assist with and provide backup with front desk administration office functions • Operates a variety of modern office equipment.

Other Duties:

• Represents the organization, both internally and externally, by supporting the strategic direction and priorities, objectives, vision, mission, and values of JMAA.
• Provides courteous and prompt service to all internal and external parties by prioritizing and addressing requests and assignments in a professional and cooperative manner.
• Recommends ideas and/or methods to improve service, work processes, and financial performance (e.g., procedure optimization).
• Maintain a professional working relationship and promote open lines of communication with employees and other departments - (i.e. Housekeeping, Maintenance, Operations, Procurement, Finance, and Administration).

AMERICANS WITH DISABILITY SPECIFICATIONS

Physical Demands: The physical demands described here are representative of those that must be met by an employee to perform the essential functions of the job successfully with or without reasonable accommodations. While performing the duties of this job, the employee is regularly required to talk, hear, and listen. Specific vision abilities required by the job include close vision and the ability to focus. This position requiring sitting, answering the phone, and operating a computer for extended periods of time.

Work Environment: Work environment characteristics described here are representative of those that must be met by an employee to perform the essential functions of this job successfully with or without reasonable accommodations. The work environment is considered to be that of a typical business/office operation. The noise level in the work environment is usually moderate.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this job. The below competencies include but are not limited to:

• Attention to Detail: Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently. Provides accurate, consistent numbers on all paperwork. Carefully monitors the details and quality of own and others' work.
• Communication: Communicates effectively and appropriately. Uses good judgment as to what to communicate to whom as well as the best way to get that accomplished. Speaks in a clear and credible manner, selecting the right tone for the situation and audience. Listens to others and allows them to make their point. Maintains confidentiality of information.
• Customer Service: Understands customer needs; provides prompt, efficient and courteous assistance; follows up with customers; and actively looks for ways to improve service.
• Dependability and Reliability: Responsible and consistent in fulfilling obligations; diligently meets deadlines; and complies with organizational rules, policies and procedures.
• Initiative: Works with energy, drive and strong accomplishment orientation; goes beyond the routine demands of the jobs; performs effectively with minimal direction; and always strive to succeed and excel.
• Relationship Building / Networking: Makes contact and builds relationships through organizational events, external professional activities; establishes strong and lasting partnerships with business contacts; and leverages contacts to obtain information relevant to the continued growth of the organization.

NOTE: This job description is a summary of the primary duties and responsibilities of the position. It is not intended to be a comprehensive listing of all duties and responsibilities. The organization reserves the right to change this description at its discretion.

Job Type: Full-time

Pay: $38,000.00 - $42,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $38,000 - $42,000