ID3074
Working Title: Administrative Support Specialist
Location: Clearwater/St. Petersburg Airport, 14700 Terminal Boulevard, Clearwater, FL 33762
The Administrative Support Specialist I position will report to both Airport Facilities and Airport Real Estate Managers, performing important administrative and clerical office support for both divisions, including but not limited to: billing services, risk management insurance tracking, purchasing, computer support, maintaining office files; organizing appointments and meetings; serving as the OPUS liaison with regards to each divisions’ P-Card reports, time cards, and travel reports; real estate research using Property Appraiser’s website, and Sunbiz registries; interpreting leases and real estate documents; maintaining Facilities’ work order system; typing letters, forms, emails, utilizing Word, Excel, PowerPoint and Adobe Acrobat; Gathering annual Storm Water Pollution Prevention Plan surveys from ground tenants as required by Airport’s NPDES Permit; Update real estate tenant files, tenant summaries and spreadsheets; ordering supplies; additional tasks as required.
Minimum Qualifications Requirements
- 3 years of clerical experience preparing, processing, and maintaining administrative records; or
- Associate’s degree in a related field plus 1 year experience preparing, processing, and maintaining administrative records; or
- An equivalent combination of education, training, and/or experience.
Additional Requirements
- Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
Highly Desirable
- Experience working in a Facilities or Real Estate work environment.
- Familiarity with Real Estate and/or commercial contract administration.
- Excellent customer-service skills.
- Experience dealing with difficult issues related to tenant work requests, tenant lease terms.
- Advanced skills in use of:
- Excel, Outlook, Word, SharePoint
- Effective Communications: Clarity, Conciseness, Approachable, and Responsive
- Planning and coordinating operational and administrative activities.
- Phone Etiquette.
- Proofreading.
- Continuous development.
Illustrative Tasks (These are examples and are not all inclusive.)
- Typing correspondence as necessary to airport personnel and tenants, updating lease documents and other commercial agreements such as ground transportation and concessions; filing, spreadsheet data entry, scanning, travel administration for managers, P-Card processing, OPUS document assistance, taking meeting minutes, familiarity with computer applications for word processing and exhibit creation for real estate properties.
- Coordinates, administers, and manages special projects and researches and prepares reports on administrative matters for managers.
- Develops and oversees records management controls, develops procedures, automated and manual.
- Coordinates clerical and administrative activities of two divisions (Real Estate/Facilities).
- Acts in a confidential capacity in related secretarial and office tasks.
- Applies computer technology to improve work processes.
- Compiles and analyzes data and prepares statistical and other reports for customers and managers.
- Provides information on department policies, procedures, and operations and maintain s legal compliance where applicable.
- Prepares or directs the preparation of documents, claims, department paperwork, requisitions, purchases, delivery of service, equipment, commodities, materials, and supplies, resolves problems with customers, contractors, agencies, vendors, departments, and/or providers, maintains records of activities to coordinate workflow, maintains schedules, and meets quality requirements.
- Maintains, monitors, processes, and tracks workload, statistics, fee schedules, financial, and other information on behalf of management.
- Conducts analysis and reviews paperwork, reports, bills, claims, applications, and other records covering government related costs and requests for services, processes claims, refers service providers, customers, and employees to others for assistance, and maintains data bases, record systems, documents, and case files.
- Operates personal computer and performs data processing functions including using available software packages, report generation, data entry, retrieval, and other specialized and routine computer operations.
- Schedules internal and external meetings and conference calls, prepares agendas, and takes meeting minutes.
- Performs other related job duties as assigned.
Knowledge, Skills and Abilities
- Knowledge of business English, spelling, and punctuation.
- Knowledge of standard office practices, procedures, and equipment.
- Knowledge of purchasing and storekeeping methods, procedures, and record administration to order, purchase, receive, store, issue, track, and inventory a broad range of equipment, materials, and services.
- Skill in keyboarding accurately at a reasonable rate of speed.
- Ability to receive the public with tact, patience, and courtesy.
- Ability to apply advanced computer applications and software for word processing, and creation of visual exhibits depicting facilities/properties locations.
- Ability to make arithmetical computations with speed and accuracy.
- Ability to respond/support during difficult situations such as airport emergencies related to weather, etc.
Salary Range: $36,358.00 – $58,177.00
Close Date:10/4/19
