CONFIDENTIAL ADMINISTRATIVE ASSISTANT


Title Description: AVIATION, BNIA
Date Posted: 2/6/2024
Deadline: 2/16/2024
Job Number: 014-24-N
Branch:
Salary: $50,864 - $76,296
Union Status: NON-REPRESENTED

WORK OBJECTIVE:

WORK OBJECTIVE Working with the Director and Deputy Director, Aviation, this is varied and highly independent secretarial and administrative work within a large, diversified, high visibility office. An employee in this class performs a high degree of internal and external public contact work and must perform with extreme tact and poise when dealing with highly sensitive, confidential, and diplomatic matters. Duties include various secretarial and administrative functions, which require an extensive working knowledge of the organization and programs under the Direction of Aviation’s jurisdiction, or their designee. Assignments are made orally or in writing and work is reviewed through observation of results obtained, conferences, and periodic reports or evaluations.

ESSENTIAL FUNCTIONS:

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position. • Assists the Director and Deputy Director of Aviation in the preparation of confidential budget and personnel planning proposals, requests, and reports for use in meetings and related settings including contract bargaining preparation and negotiations, grievance processing and arbitration preparation. • Assist Aviation Counsel in the preparation and distribution of documents which support the mission of the Aviation Business Center, requiring complete confidentiality of privileged and sensitive information and communications. • Required to maintain complete confidentiality of sensitive information and communications. • Summarizes and assembles reports and information. Organizes materials and data to assist in report preparation. • Forwards materials of highly confidential nature within the organization and to outside agencies. • Assists in preparing confidential communications or records regarding fiscal, operating, personnel, employment, payroll, activity matter; indexes documents for filing, locates and periodically purges records. • Maintains confidential fiscal, operating, personnel, employment, payroll and activity records, and office files. • Handles highly confidential aviation security information and correspondence from law enforcement, Federal Aviation Administration, Transit Security Administration, and Customs Border Protection agencies. • Coordinates highly confidential airport security badging review process for Director of Aviation and Deputy Director of Aviation. • Assists in the preparation and distribution of monthly Aviation Committee reports. • Coordinates meetings and conferences with government officials from the Federal Aviation Administration, Transportation Security Administration, NYS Assembly/Senate representatives, and city/county municipalities. Coordinates schedules, meetings, conference calls, events, and travel arrangements for Director of Aviation and Aviation Administration staff. • Schedules conferences and meetings. Coordinates meetings and staff actions on behalf of the Director of Aviation and Aviation Administration staff. • Receives and screens telephone calls, greets visitors, and provides information requiring a broad knowledge of programs, operations, policies, and procedures in compliance with airport security regulations. • Receives and screens incoming mail and routes correspondence. • Composes and processes routine correspondence or memoranda. • Maintains control on incoming and outgoing correspondence and documents to ensure timely replies. • Indexes documents for filing, locates and periodically purges records. • Reviews work products for context, accuracy, punctuation, grammar, spacing, and general appearance. • Creates and maintains a confidential tenant and outside organization contact list in a Microsoft database for use by airport administration. • Performs other duties and tasks as assigned.

KNOWLEDGE, SKILLS and ABILITIES:

Knowledge of business English, spelling, punctuation, arithmetic, and grammar. Knowledge of business practices, procedures, and equipment. Knowledge of Excel, Microsoft Word, Microsoft Access and PowerPoint. Ability to search for, compile data, and prepare reports from files and other sources applicable to the topic of concern. Ability to review, understand and maintain office files. Ability to make decisions in accordance with laws, regulations, or policy, and apply these to work problems. Ability to rapidly acquire knowledge of administrative and procedural regulations and work independently on complex and confidential administrative tasks. Ability to compose effective and accurate correspondence and deal with non-routine matters. Ability to establish and maintain effective working relationships with employees and the general public, and to deal with public relations problems tactfully and courteously.

PHYSICAL REQUIREMENTS:

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).

ENVIRONMENTAL REQUIREMENTS:

Work is performed in usual office conditions with rare exposure to disagreeable environmental factors.TO APPLY: Send NFTA employment application, resume and cover letter specifying the job number 014-24-N to: NFTA Human Resources 181 Ellicott Street Buffalo, NY 14203 Or email to: application_intake@nfta.com

MINIMUM QUALIFICATIONS:

An Associate’s degree and five (5) years of experience performing skilled administrative and varied office support work, or an equivalent combination of education, training and/or experience. Prior to appointment, must achieve a passing score on Basic Microsoft Excel and Basic Microsoft Word. Must be able to obtain and maintain a SIDA badge/ US Customs and Border Protection Seal.

NOTE:

TO APPLY: Send NFTA employment application, resume and cover letter specifying the job number 014-24-N to: NFTA Human Resources 181 Ellicott Street Buffalo, NY 14203 Or email to: application_intake@nfta.com

OTHER:

The Niagara Frontier Transportation Authority is an Equal Opportunity Employer

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