Administrative Coordinator, Operations Safety & Security

MAJOR FUNCTIONS
This position serves as the administrative support staff member for the Operations, Safety and Security department and performs duties commensurate with this responsibility. The position requires strong communication and organizational skills in order to provide effective administrative support to a team environment. It requires a significant amount of independent judgment, organization and the ability to work with minimal oversight and direction. Specific tasks including annual budgeting preparation and oversight, purchase order and payment processing, and expense forecasting. This position works under the supervision of the department director and supports all relevant functional areas of the department (Airside, Landside, Terminal, Emergency Management, Safety, Security, Airport Operations Control Center (AOCC) and the Airport Credentialing Office).

• Handles routine matters independently with knowledge of the overall mission of the department and division. Routes more technical matters to the proper staff for consideration; however, independently answers routine inquiries not involving technical knowledge
• Maintains appointment calendars, appropriately communicates both verbally and in writing with internal staff and external contacts
• Coordinates and schedules appointments for department staff
• Prepares eRPA's for the department's new hires, retirements, re-classes, promotions, annual performance evaluations which require the highest level of discretion, confidentiality and trustworthiness
• Receives phone calls from individuals notifying of issues/problems and subsequently contacts appropriate Port Authority individuals, divisions, department
• Provides escorts to visitors attending on-airport meetings, if necessary
• Composes letters/correspondence for signature, according to established procedures
• Sorts and distributes incoming mail according to established procedures. Prepares and reviews outgoing mail for distribution, ensuring that all necessary background material is attached
• Prepares and processes travel expense requests
• Makes reservations and develops itineraries for the department staff
• Initiates fund transfers as required to maintain appropriate object code balances as necessary throughout the year
• Responsible for processing travel reimbursement reports, including expense summary report and pertinent documents for back-up as necessary
• Ensures entire department is in balance at the end of each pay period; assists director, two senior managers, and staff as needed with payroll entries
• Responsible for coding and processing payments on P-Card for the department
• Maintains the department petty cash fund and coordinates employee uniform and shoe purchase program
• This position, acting as a Point Of Contact, assists with the dissemination of "Global" type emails in the event of emergencies, and on behalf of other departments to both LCPA Personnel and Tenants
• Maintains office supplies and equipment by submitting orders for replenishment of materials, as necessary
• Responsible for file management to include: electronic recordkeeping of current files and proper storage and track of paper files with disposition of obsolete files
• Responsible for processing green sheets for board meetings
• Contributes to the positive morale of the organization
• Assists with special department projects and other duties as assigned
• Assists with international flights and passengers processing in accordance with the CBP guidelines and assists with queue line management in the terminal when necessary. Assists with OPS Special Events (FOD Walks, Safety Day, etc.)
• Maintains clerical record of any/all changes to the Airport Certification Manual including electronic file updates
• Maintains copies of all Operations Instructions (OI's), including templates and current instructions
• Responsible for initiating the fixed asset property control form for new capital purchases
• Maintains the LCPA Tenant Address List
• Validates Parking tickets per OI-3000
• Provides coverage for other administrative support staff as needed

Knowledge, Skills and Abilities: Considerable knowledge of business English, spelling and punctuation with the highest level of detail to ensure consistent, neat and concise documents that leave the department. Considerable knowledge of department rules, regulations, practices and procedures. Experience with Google Suite required. Ability to prepare routine documents and compose business letters and memoranda. Ability to receive the public with considerable poise, tact, patience and courtesy. Ability to make minor decisions within departmental policy. Ability to maintain effective working relationships with all airport departments and tenants. Bending, stooping and lifting may be required to perform this position.
Training and Experience: Graduation from high school/GED, including secretarial courses and three years advanced secretarial and clerical experience. Any combination of education and experience which demonstrates ability to perform duties effectively may be accepted. Possession of a valid Florida driver's license is required.
Emergency Response/Recovery Activities: Lee County Port Authority personnel are designated by Tier levels and may be called upon to assist with an emergency or unforeseen event at any time. Employees may be called upon to fulfill duties that are outside their normal scope of work to assist in resuming airport operations and flight activities.Employment Type: Full-time