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Department Assistant - Business Administration Job in Airport, Ohio US

Department Assistant - Business Administration

Department Assistant - Business Administration - Airport, OH

Posted: 1/8/2020 - Expires: 3/7/2020

Job ID: 214931282

Job Description

This is a position designed to provide administrative support to the Business Administration and Contract and Procurement Administration Departments. Responsibilities may include preparing regulatory, training and other reports, preparing confidential correspondence, and staffing special projects

This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the department.
General Administrative Duties:
• Reviews certificates of insurance for contract compliance. Maintains the master COI file and conducts monthly audits of certificates of insurance on file.
• Maintains risk management log of airport property and liability incidents.
• Manages and maintains the Risk Management Information System (RMIS), to include input, managing data and producing reports.
• Maintains database of unescorted ramp drivers.
• Serve as Training Manager Administrator for the Business Administration and Contract & Procurement Administration Department.
• Serves as the Department Records Management Officer for the Business Administration Department.
• Enters and maintains contract documents in contract management system (currently ABM).
• Performs the following activities during solicitation (ITB/RFP/RFQ) process:
o Compiles initial draft of solicitations for review
o Responsible for requirements for legal notices
o Uploads and maintains electronic bidding system (currently Planet bids)
o Administers Q&A reminders
o Schedules pre-bid meetings and site visit resources (e.g., room, vehicles, driver, etc)
o “Open” solicitations and prepare/distribute bid price analyses
o Maintain proper recordkeeping of all solicitation documents
• Enters/tracks purchase requisitions, purchase orders, and receipts for Business Administration and Contract & Procurement Administration departments. Obtain approvals and submits invoices for payment.
• Compiles initial drafts of solicitation and/or contract documents for review and negotiation by others.
• Enter all Business Administration departments’ documents for e-signature and track to completion.
• Takes minutes of RFP/RFQ evaluation meetings and interviews.
• Creates new part numbers and maintains Master Parts File entry (currently entered into Oracle).
• Assist in maintaining vendor/supplier lists in systems (Oracle/Infor).
• Coordinates weekly updates & monthly dashboards.
• Compiles departmental Board reports.
• Assist Supply Chain Management department with reporting.
• Coordinates the Business Administration departments’ travel authorizations & bookings.
• (Once implemented) PMWeb system procurement and/or contract entries/maintenance
• Receives, sorts and posts mail. Receives, prepares and tracks packages. Maintains postage machine, including requisitioning supplies and postage.
• Prepares a variety of correspondence, some of which may be non-routine, complex, and/or confidential in nature. Selects appropriate design and format to present work in a professional manner. Examples include, but are not limited to, letters, memos, reports, quotes, etc.
• Provides coverage for receptionist on as needed basis. Answers multi-line telephone and/or receives visitors. Takes messages and responds to calls/inquiries of limited to moderate complexity; refers calls to appropriate persons.
• Performs other duties of a similar nature and level as assigned

High School Diploma or GED and three years of related work experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

• Maintains Security Identification Display Area (SIDA) clearance.

• Basic administrative concepts

• Clearly and effectively communicating, and advocating, both orally and in writing;
• Use of a variety of computer-based technologies including word processing, and spreadsheets;
• Establishing and maintaining effective, fair, cooperative, collaborative and respectful relationships with internal and external colleagues, peers, work teams and workgroups;
• Demonstrated skill in data entry.
• Demonstrated skill in use of multi-line telephone.
• Demonstrated skill in the ability to prioritize and organize.
• Demonstrated skill in working with and preparing confidential correspondence.

Positions in this class typically require stooping, kneeling, reaching, standing, lifting, fingering, talking, hearing, seeing and repetitive motions.
Incumbents in this position work primarily in an office setting.
Sedentary Work: Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time.

Interested candidates can obtain more information and apply at
The Kenton County Airport Board is an Equal Opportunity Employer/Minorities/Females/Disabled/Veterans

Job Summary

Employment Type:
Full Time Employee
Job type:
Regular Employment
Skill Based Partner:
Education Level:
Attained Certificate of equivalency for a HS degree
Work Days:
Sun, Mon, Tue, Wed, Thu, Fri, Sat
Job Reference Code
Licenses / Certifications:
Maintains Security Identification Display Area (SIDA) clearance
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