Job number: 25256-1
SIX MONTH contract opening possibly looking to make this a 12 mos. contract, but this probably would be extended or even converted to full time. NIGHT SHIFT... SEE NOTE BELOW:
REALLY LOOKING FOR SOMEONE WHO IS WILLING TO WORK A NIGHT SHIFT AT FIRST AND BID FOR A NEW SHIFT AFTER TWO or THREE MONTHS OF BEING ON THE JOB. MUST BE FLEXIBLE WHEN IT COMES TO THE SHIFT YOU WOULD BE ASSIGNED, IF NOT, PLEASE DO NOT APPLY. THIS JOB IS WITH A FANTASTIC AIRLINES, GREAT CULTURE, SUPER FRIENDLY ENVIRONMENT, WANTING A TEAM PLAYER.
notes from the Call with the Hiring Manager: High overview, the position is a shift work in an administrative office, lot of paperwork, overseeing certain audits, attention to detail is necessary. Issuing out personal protective equipment, knee pads, safety pads, being safe on the ramp. Issuing out iPads and Radios, part of the necessary job functions.
Some of this work will be shift work, it is a 24x7 office, which means some of the shift is an overnight shift, 7pm-3am, 10pm-6am, which is them by themselves, handling those tasks.
Shift? 5 days a week, 8 hr. shift, you can expect them to work on the weekends, working at night.
Is there a particular background or years of experience? Someone that really has the drive. Not a lot of experience is okay, but having the drive to do what is right. It can be daunting. A year of experience, more than happy to view them. A lot of the people we have seen are college grads.
The job description requires some Quickbase, Outlook, Excel, any of that necessary? They will have to use MS Suite, no PowerPoints. Excel and Outlook are 2 major things. I can teach Quickbase. It is pretty easy, just a database. Lot easier to navigate.
-Data entry? There is quite a bit, issuing out the products, we use a scanning system, so an iPad or radio, we scan it in and out.
We have to do a couple different audits, flight paperwork, about 25 audits, about 30 minutes a piece to do that. Any time we de-ice a plane, we have to do an audit as well. Looking to add more auditing into this role. This is probably 60% with interacting with external customers, 40% data entry.
-SIDA badge? Must be able to pass a criminal background check.
-Can you touch a little on the training schedule and what that would look like?
The training schedule is going to vary, need them to cover all aspects of the office. We do schedules every 1 to 2 months, we put it out to the admins and contractors of where they would like to bid, put it out for a week, then let them know what their schedule is based on their bids. We have a FTE bid and a contractor bid; there are a couple areas where I have to have a FTE on. We typically go based on seniority, but there can be some variety. I have all different kinds of shift.
I have 7 admins and 3 contractors are what we are looking for
-We need to make sure they are completely flexible on the shift aspect? Yes
Provides friendly service to and maintains positive relationships with all internal and external Customers.
Works in a cooperative spirit to ensure the success of our Company.
Performs secretarial and administrative duties for A & L Leadership and staff under minimal supervision.
Answers calls, relays and takes messages, transfers calls, provides assistance to callers, screens calls and places calls for management.
Maintains department personnel files and paperwork.
Organizes and maintains payroll file room and coordination of timely rotation of files to off-site storage facility.
Orders supplies using established Company vendors and ordering methods.
Opens, sorts, screens and responds to incoming mail.
Composes, types and edits correspondence.
Compiles data and prepares special reports; gathers and summarizes data.
Makes arrangements for meetings and luncheons as directed by the department Leadership Team. Maintains appointment calendars for management. Arranges travel and accommodations for management and staff.
Establishes meeting times, secures location and contacts attendees.
Establishes and maintains files and other information for reference and control purposes.
Prepares confidential paperwork regarding performance appraisals, promotions and other people-related issues for management.
Maintains invoice and budget files and assists in the compilation of variance reports.
Operates computer equipment utilizing word processing, spreadsheet, data base management and presentation software. Some data entry may be required.
Operates copy machine, FAX equipment and other standard office equipment.
May perform other job duties as directed by A&L Leadership.
Must be able to meet any physical ability requirements listed on this description.
May perform other job duties as directed by Employee's Leaders.
Education (level, and degree if applicable)
High School diploma or equivalency required.
Previous analytical/technical experience preferred.
Must provide friendly service to and maintains positive relationships with all internal and external Customers.
Operation of multi-line telephone with courtesy and sufficient speed.
Ability to operation copy machine, FAX machine and other standard office equipment.
Open, sort and screen incoming mail.
Must master computer software applications such as Outlook, Quickbase, Microsoft Word, Excel, PowerPoint and Access.
Must have sufficient ability to handle and resolve office administration tasks.
Must be able to perform mathematical computations.
Must possess excellent organization skills including establishing and maintaining files for reference and control purposes.
Must work under tight time constraints including meeting unforeseen deadlines to accomplish assignments and projects.
Must be able to effectively communicate verbally, by telephone and face to face.
Must have ability to keyboard with sufficient speed and accuracy to meet the demands of the job.
Must be able to read documents, follow instructions, learn and understand office procedures.
Must compile data and prepare special reports. Responsible for making arrangements for meetings and luncheons and handle travel arrangements as necessary.
Responsible for the payroll records for the entire A&L Department, including Incentive Passes.
Must have ability or must gain ability to use SWEEP for ordering department supplies.
Must be able to work varying schedules and work weekends as required.
Must be able to work occasional overtime, as necessary.
Must be able to comply with Company attendance standards as described in established guidelines.
Must meet confidentiality expectations as to confidential, proprietary and sensitive Company information.
Must maintain a well-groomed appearance per Company appearance standards as described in established guidelines.
Must be a U.S. citizen or have authorization to work in the United States as defined by the Immigration Reform Act of 1986.