O'Hare Airport: Administrative Assistant

Menzies Aviation Careers•Chicago, IL

About The Position

Supervises and coordinates activities of workers engaged in calculating, posting, and verifying duties to obtain and record financial data for use in maintaining accounting and statistical records by performing the following duties: Analyses and organizes office operations and procedures such as typing, bookkeeping, preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other clerical services. Evaluates. Office production, revises procedures, or devises new forms to improve efficiency of workflow. Establishes uniform correspondence procedures and style practices. Plans office layouts and initiates cost reduction programs. Prepares activities reports for guidance of management. Compiles composite reports from individual reports of subordinates required by management or government agencies. Determines work procedures, prepares work schedules, and expedites workflow. Issues written and oral instructions. Assigns duties and examines work for exactness, neatness, and conformance to policies and procedures. Studies and standardizes procedures to improve efficiency of subordinates. Maintains harmony among workers and resolve grievances. Adjust errors and complaints. Performs Accounting Clerk and Bookkeeper duties. Is able to meet the Station’s attendance standards. Keep track of attendance records, monitor lateness/absence/manual miss punches, etc. Updating shifts times/altering expected times prior to shift commencements to reduce missed punches including shift trades/coverage. Keep track of attendance records, monitor lateness/absence/manual miss punches, etc. Ensuring Exception reports are completed when required and filled out completely including signatures from both the employee and the department manager. Ensure weekly OT report is received, completed, and signed by manager. Report to General Manager any unauthorized time discrepancies. Coordinate with payroll dept. for any missing forms (not received or received after payroll has been run). Performs Accounting Clerk and Bookkeeper duties. Is able to meet the Station’s attendance standards. Other duties as assigned. Supervisory Responsibilities Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems.

Requirements

Associate degree (A.A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to qualifications from groups of managers, clients, customers, and the general public.
Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Possess/maintain a valid driver’s license and other FAA Airport required identification/seals or authorizations.
Must be 18 years of age.
Pass pre-employment drug screen.

Responsibilities

Analyses and organizes office operations and procedures such as typing, bookkeeping, preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other clerical services.
Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
Establishes uniform correspondence procedures and style practices.
Plans office layouts and initiates cost reduction programs.
Prepares activities reports for guidance of management.
Compiles composite reports from individual reports of subordinates required by management or government agencies.
Determines work procedures, prepares work schedules, and expedites workflow.
Issues written and oral instructions.
Assigns duties and examines work for exactness, neatness, and conformance to policies and procedures.
Studies and standardizes procedures to improve efficiency of subordinates.
Maintains harmony among workers and resolve grievances.
Adjust errors and complaints.
Performs Accounting Clerk and Bookkeeper duties.
Keep track of attendance records, monitor lateness/absence/manual miss punches, etc.
Updating shifts times/altering expected times prior to shift commencements to reduce missed punches including shift trades/coverage.
Ensuring Exception reports are completed when required and filled out completely including signatures from both the employee and the department manager.
Ensure weekly OT report is received, completed, and signed by manager.
Report to General Manager any unauthorized time discrepancies.
Coordinate with payroll dept. for any missing forms (not received or received after payroll has been run).
Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
Responsibilities include interviewing, planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems.