What are the responsibilities and job description for the Aviation Security & Permit Specialist - Airport position at City of San Jose?
About the Department
The City of San José, the Capital of Silicon Valley, is one of the nation's best managed cities and one of the top 10 cities in which to live, work, and do business. Moreover, San José is the center of cultural, government and economic activity for the region. The employees of the City of San José have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect, and Celebration. The City's Airport Department is seeking an individual whose values align with the values of the City's employees.
San José Mineta International Airport (SJC): Fly Simple
Fueled by a culture of innovation, San José Mineta International Airport (SJC) is the Bay Area's easiest and most dependable Airport due to its medium size, simple layout, temperate climate and location. SJC is located just minutes from downtown San José–the Bay Area’s largest city and the Capital of Silicon Valley. SJC is a self-supporting enterprise owned and operated by the City of San José. In 2023, SJC welcomed more than 12 million passengers and was rated the Best Midsize Airport in the U.S. by Wall Street Journal. SJC currently offers nonstop service to more than 40 domestic and international destinations. The Airport’s two fixed-base operators, as well as several corporate aviation tenants, serve the business aviation needs of Silicon Valley; corporate and general aviation traffic represents more than a quarter of aircraft operations at SJC. In 2024, SJC celebrated 75 years of connecting the Bay Area with the world. For more information and to connect with SJC on social media, visit? flysanjosé.com.
San José Mineta International Airport (SJC) is currently recruiting for an Aviation Security and Permit Specialist that assists with processing over 6,000 badge holders annually. The ideal candidate should possess excellent communication skills to provide a wide variety of specialized tasks in support of federally regulated aviation security operations and programs. Responsibilities include administrative tasks, administering San Jose International Airport (SJC) ID badges and keys, collecting fees and fines, issuing ground transportation, and parking permits, and ensuring compliance with the Airport Security Program (ASP), local and federal regulations, and Transportation Security Administration (TSA) directives. The ideal candidate will possess a high level of professionalism, reliability, and a supreme work ethic. Attention to detail is a critical component for this position as well as the ability to effectively multi-task in our fast-paced environment. This position does not offer a telecommute option.
Typical duties and responsibilities include the following:
-Assisting customers with completing badge permit applications by identifying required documents, verifying eligibility with other agencies, and understanding permit requirements, rules, and regulations; professionally greet customers; assisting customers with completing the appropriate request forms; resolve information and documentation discrepancies with customer accounts; providing responses to general customer inquiries through email, phone, walk-in, and mail; and process customer appointment requests using the online scheduler.
-Providing information to customers and staff regarding the identification program, TSA, the Federal Aviation Administration (FAA), Public Utilities Commission, and airport rules and regulations and interpret SJC policies and procedures for customers and staff.
-Reviewing and processing requests for security badges and keys; ensuring requests are complete, accurate, and in accordance with TSA Regulation 1542, FAA regulations, the ASP, and SJC policies; entering application data into the Airport security badge computer software system; issuing badges and keys; resolve any badge or key related issues; monitor the return of ID badges and security keys; and update the airport security system with terminated airport employees, tenants, and vendors.
-Fingerprinting security badge applicants using sophisticated inkless equipment in strict compliance with system specification and in accordance with the SJC ASP; transmitting data to appropriate federal agencies in compliance with all applicable policies and procedures; and enrolling applicant's biometric fingerprints for access into the control system.
-Maintaining various Airport databases, including the Airport Access Control Systems (AACS), Criminal History Record Check (CHRC), and Security Threat Assessments (STA) for Airport employees, tenants and/or vendors. Notifying and responding to employer inquiries on CHRC and STA clearances.
-Scheduling and monitor daily Computer Based Training (CBT) sessions.
-Calculating, collecting, and accurately tracking fees for identification badges, fingerprints, security keys, and ground transportation and parking permits; monitor and balance check clearances, credit card transactions, charges to tenant and vendor accounts, and airport account funds; preparing cash transmittals to the airport accounting office and keep a daily balance sheet of all revenue collected; and sorting and reviewing documentation for all financial transactions to ensure that records are complete and in accordance with standard operating procedures.
-Searching on-line databases or ID office files for information necessary to complete the processing of required documentation and compile statistical and financial records of actions taken. Maintaining office files for required documentation in alphabetical or numerical sequence, code forms, log information into the on-line database, and file back-up documentation in accordance with record-keeping procedures.
-Processing and issuing ground transportation permits and employee/tenant parking permit applications for registered and unregistered vehicles and review applications for completeness and authorized signatures.
-Operating various office machines ranging from office printers, payment collection machines, and parking validation machines.
-Assisting in creating new company accounts in the Airport security database and prepare and maintain complex reports and records.
-Assisting in processing results of TSA regulated badge and key audits; and ensure all necessary corrections to badge and key records are made in AACS in a timely manner.
The salary range for Aviation Security and Permit Specialist is $72,093.84 - $87,622.08. This includes an approximate five percent (5%) ongoing non-pensionable compensation pay. The actual salary shall be determined by the final candidate’s qualifications and experience.
This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.
Please note that applications are currently not accepted through CalOpps or any other third party job board application system. To apply, applicants must complete an application via the City of San Jose’s website at www.sanjoseca.gov/citycareers.
If you have any questions about this recruitment, please reach out to Tessa Elkins at telkins@sjc.org.| DUTY NO. | TYPICAL CLASS ESSENTIAL DUTIES: (These duties and estimated frequency are a representative sample; position assignments may vary depending on the business needs of the department.) Duties may include, but are not limited to, the following: | FREQUENCY*
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1. | Assist customers with completing badge permit applications by identifying required documents, verifying eligibility with other agencies, and understanding permit requirements, rules, and regulations; professionally greet customers; assist customers with completing the appropriate request forms; resolve information and documentation discrepancies with customer accounts; provide responses to general customer inquiries through email, phone, walk-in, and mail; and process customer appointment requests using the online scheduler. | Daily |
2. | Provide information to customers and staff regarding the identification program, TSA, the Federal Aviation Administration (FAA), Public Utilities Commission, and airport rules and regulations and interpret SJC policies and procedures for customers and staff. | Daily |
3. | Review and process requests for security badges and keys; ensure requests are complete, accurate, and in accordance with TSA Regulation 1542, FAA regulations, the ASP, and SJC policies; enter application data into the Airport security badge computer software system; issue badges and keys; resolve any badge or key related issues; monitor the return of ID badges and security keys; and update the airport security system with terminated airport employees, tenants, and vendors. | Daily |
4. | Fingerprint security badge applicants using sophisticated inkless equipment in strict compliance with system specification and in accordance with the SJC ASP; transmit data to appropriate federal agencies in compliance with all applicable policies and procedures; and enroll applicant’s biometric fingerprints for access into the control system. | Daily |
5. | Maintain various Airport databases, including the Airport Access Control Systems (AACS), Criminal History Record Clearances (CHRC), and Security Threat Assessments (STA) for Airport employees, tenants and/or vendors. Notify and respond to employer inquiries on CHRC and STA clearances. | Daily |
6. | Schedule and monitor daily Computer Based Training (CBT) sessions. | Daily |
7. | Calculate, collect, and accurately track fees for identification badges, fingerprints, security keys, and ground transportation and parking permits; monitor and balance check clearances, credit card transactions, charges to tenant and vendor accounts, and airport account funds; prepare cash transmittals to the airport accounting office and keep a daily balance sheet of all revenue collected; and sort and review documentation for all financial transactions to ensure that records are complete and in accordance with standard operating procedures. | Daily |
8. | Search on-line databases or ID office files for information necessary to complete the processing of required documentation and compile statistical and financial records of actions taken. Maintain office files for required documentation in alphabetical or numerical sequence, code forms, log information into the on-line database, and file back-up documentation in accordance with record-keeping procedures. | Daily |
9. | Process and issue ground transportation permits and employee/tenant parking permit applications for registered and unregistered vehicles and review applications for completeness and authorized signatures. | Daily |
10. | Operate various office machines ranging from office printers, payment collection machines, and parking validation machines. | Daily |
11. | Assist in creating new company accounts in the Airport security database and prepare and maintain complex reports and records. | Occasional |
12. | Assist in processing results of TSA regulated badge and key audits; and ensure all necessary corrections to badge and key records are made in AACS in a timely manner. | As Required |
13. | Perform other duties of a similar nature or level. | As Required |
*Frequency defined as %, (totaling 100%) or “Continuous” (daily or approximately 20% ), “Frequent”(weekly or approximately 15% ), “Occasional”(monthly or approximately 10% ), “As Required”(Intermittent or 5% or less)
(These qualifications are typically required. An equivalent combination of education and experience sufficient to satisfactorily perform the duties of the job may be substituted.)
Minimum Qualifications
Education and Experience
Successful completion of high school or equivalent such as General Education Diploma (GED) or California Proficiency Certificate AND three (3) years of experience in varied office clerical work.
Required Licensing (such as driver’s license, certifications, etc.)
- Complete and pass a TSA mandated Criminal History Records Check and a Security Threat Assessment and all other City, State, or Federal requirements.
- Possess a valid California Driver’s License.
- Local, state, and federal regulations related to Airport badging, parking, and ground transportation permit procedures.
- Effective uses of computer equipment, databases, and various software programs.
- Maintain effective working relationships with others.
- Perform necessary procedural matters without immediate supervision.
- Learn operation of two-way radio equipment and perform dispatch duties.
- Summarize and give information on laws, procedures, and other written materials.
- Take initiative and be proactive in resolving customer complaints and other issues.
Salary : $72,094 - $87,622
