Job Description
Executive Secretary (Airport) Location Ketchikan, AK :
Responsible for providing specialized and confidential administrative support to Airport Manager and the Airport staff.
Examples of Duties
- Perform complex secretarial and administrative duties in direct support of the Manager and Airport staff. Work independently with minimal supervision.
- Collect data and statistics, organize and prepare information for specific and routine reports including operating, financial and statistical reports.
- Complete various special projects involving research, data organization and interpretation, spreadsheet preparation, and form design utilizing various computer programs.
- Develop and maintain filing systems and assure file matters are expedited to completion.
- Prepare a variety of documents including correspondence, reports, and agendas. Compose letters, memoranda, meeting minutes as directed, applying a good knowledge of proper format, presentation and grammar. Review and check documents for accuracy, completeness and conformity to policies and procedures.
- Reconcile toll booth point of sale reports with case received and complete daily cash flow reports to be delivered to the Borough Finance Department. Deposit funds daily.
- Arrange meetings, trips and schedules, making travel arrangements as required.
- Organize and maintain a variety of filling systems; maintain a tickler file of matters in progress and expedite their completion.
- Review and check documents, records, and forms for accuracy, completeness, and conformity to polices and/or procedures.
- Distribute and deliver memos, letters and correspondence.
- Ensure adequate inventory and general office supplies.
- Investigate and follow-up on citizen and tenant requests for service, complaints, and requests for information.
- Conduct public relations tours.
- Perform receptionist duties as needed.
- Establish and maintain a positive working relationship with other departments, the general public, and other governmental agencies.
- Maintain records of ferry and transit passes.
ADDITIONAL JOB DUTIES :
- Provide instruction to other employees of this or a similar job classification in all aspects of procedure and technique relating to the duties required by this unless such instruction requires a specialized certification which the employee doing the training does not have.
- Perform ferry toll duties as assigned.
- Perform other related duties as assigned.
Qualifications
- Requires knowledge, experience, and initiative in office management principles and procedures, discretion, independent judgment and maintenance of confidentiality. Familiarity with legal documents such as leases.
- Requires the ability to organize, maintain, and devise effective and efficient office procedures and filing systems, compile data, prepare preliminary fiscal documents, and prepare reports and correspondence from uncorrelated source materials.
- Well-developed grammar, spelling and proofreading skills are necessary.
- Ability to type 60 or more wpm and to operate a ten-key by touch required.
- Interpersonal skills and pleasant telephone manner are required.
- Ability to establish and maintain a positive working relationship with others.
- Ability to work independently and without close supervision.
- Frequent interaction with staff and the public.
- Requires experience in the use and operation of personal computers, fax machines, and other standard office equipment.
- Ability to resolve routine problems as they arise.
- Willingness to perform various job-related duties as situations require, a strong sense of teamwork, and the ability to work cooperatively with others.
- Ability to exercise tact and diplomacy.
PHYSICAL ACTIVITIES INCLUDE: - Must be able to hear.
- Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- Ability to use hands to finger, handle, or operate objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch; and taste or smell.
- Each of the listed activities also requires standing, sitting, walking, bending, stooping, climbing on stools and ladders, and routinely lift and carry items and boxes up to forty (40) pounds.
- Using a personal computer and/or typewriter to compose, type and print documents of all kinds.
- Using an audio tape player for transcription of dictated documents.
- Filing of records.
- Long hours sitting at a desk and in front of a computer screen.
- Reading and learning to use equipment, software, and systems from written materials.
Requirements
LICENSES : Valid State of Alaska driver's license with an acceptable driving record. EDUCATION AND EXPERIENCE :
- High school diploma or GED equivalent. Business school or the equivalent of at least two years college in the field of secretarial sciences.
- Four years secretarial experience.
- A working knowledge of Excel, word processing and spreadsheets is required.
- Cash handling experience helpful.
Any combination of related education and/or related experience will be considered if the candidate possesses the demonstrated ability. - Participation in the Alaska Public Employees' Retirement System (PERS);
- Health, vision and dental benefits provided by the Borough through Meritain Health effective the first of the month following your start date. The premium associated with health benefits are $25 per pay period, however, the Borough encourages participation in the Healthy Merits Wellness Program, which allows each covered employee to “buy back” the anticipated premium through wellness participation.
- Paid Time Off (PTO) accrued at a rate of 176 hours or 22 days per year for the first two years and thereafter at higher levels set out in the Borough Code (KGBC 3.30.030).
- Ten paid holidays every year and two annual floating holidays.
Job Tags
Holiday work, Full time,