Administrative Coordinator

GENERAL DESCRIPTION OF CLASS

The purpose of the class is to provide responsible administrative support by administering airport lease agreements and property management files at the Jim Hamilton - L. B. Owens Airport, ensuring accurate rent collection, proper documentation, tenant relations, and compliance with established policies. The position provides consistent, customer-focused support to airport tenants, helping them understand lease requirements, processes, and policies while maintaining positive working relationships. The position maintains and reconciles customer accounts, prepares financial and analytical reports, and maintains databases directly related to airport customers. In addition to these core responsibilities, the class provides administrative support to the Airport General Manager, assists with Airport Commission meeting preparation, and performs related clerical and operational tasks as required. Work is performed under limited supervision and requires independent judgment, confidentiality, and a strong understanding of airport administrative processes.

ESSENTIAL TASKS

The tasks listed below are those that represent the majority of the time spent working in this class.

Management may assign additional tasks related to the type of work in this class as necessary.

Responsible for the administration of the lease files and all property management activities, including maintaining positive tenant relations through clear communication and responsive support; collection of rent; proper file documentation; tracking of facility maintenance; financial reporting; and compliance.

Maintains an efficient accounting system of customer accounts. Analyzes and reconciles accounts receivables. Creates and tracks invoices, and performs cost control by cross checking invoices to verify in original budget. Compiles data for and prepares a variety of routine, financial, statistical and analytical records and reports required by the Airport General Manager.

Responsible for the issuance, control, use, and return of Airport Identification Badges (AIDB) program for authorized individuals requiring unescorted access to the Airport, including but not limited to creating the badges, programming the correct access, maintaining database and file documentation.

Provides administrative support to the Airport General Manager, performs general administrative duties including but not limited to, monitoring and maintaining various calendars related to airport administration and operations, screening and sorting daily mail, and as required, composing memos and correspondence for Airport General Manager's signature.

Answers the telephone and greets office visitors; provides professional, courteous customer service; assists customers or obtains information for customers as requested; explains division policies and procedures; refers customers to other personnel or offices as appropriate.

Assist in the preparation for, and assist in the proceeding of the Richland County Airport Commission meeting to include, but not limited to coordinating Commissioner attendance, securing and preparing the meeting location, ensuring available copies of meeting documents for distribution, documenting meeting proceedings for record.

Maintains several accurate and current databases to include all information directly related to airport customers. Required to interpret and apply judgment in the development of databases, being able to updating existing dataset, creating new entries, and producing reportable formats.

Performs other general clerical work, including but not limited to maintaining logs and lists, copying, filing, and maintaining documents, sending and receiving emails, entering and retrieving computer data, processing daily mail, ordering supplies and materials, etc.

Assists in coordinating Department activities with those of other Divisions, Departments, agencies, customers, citizens, coworkers, or others as appropriate; researches and provides information as requested and appropriate. Receives and responds to inquiries, requests for assistance and complaints in areas of responsibility. Coordinates or participates in special projects as assigned.

Attends training, meetings, seminars, etc., as required to represent division, and/or to enhance job knowledge and skills.

INVOLVEMENT WITH DATA. PEOPLE. AND THINGS

DATA INVOLVEMENT:

Requires gathering, organizing, analyzing, examining or evaluating data or information and may prescribe action based on such data or information.

PEOPLE INVOLVEMENT:

Requires giving information, guidance or assistance to people to directly facilitate task accomplishment; may give requests, directions or assignments to helpers, coworkers, or assistants.

INVOLVEMENT WITH THINGS:

Requires handling or using machines tools or equipment requiring brief instruction or experience such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner.

COGNITIVE REQUIREMENTS

REASONING REQUIREMENTS:

Requires performing administrative work involving policy and guidelines, solving both people and work-related problems.

MATHEMATICAL REQUIREMENTS:

Requires performing addition and subtraction, multiplication and division and/or calculating ratios, rates and percentages.

LANGUAGE REQUIREMENTS:

Requires reading technical instructions, procedures, manuals and charts to solve practical issues; composing routine and specialized reports, forms and business letters with proper format; speaking in compound sentences using proper grammar.

MENTAL REQUIREMENTS:

Requires doing clerical, manual or technical tasks requiring a wide range of procedures and intensive understanding and functioning of the Division and the use of independent judgments; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

VOCATIONAL/EDUCATIONAL AND EXPERIENCE PREPARATION

VOCATIONAL/EDUCATIONAL PREPARATION:

Requires an Associate's degree, a vocational technical degree or specialized training that is the equivalent to the satisfactory completion of two years of college education with emphasis in office management, secretarial science, business administration or a closely related field.

SPECIAL CERTIFICATIONS AND LICENSES:

Must possess a valid state driver's license.

EXPERIENCE REQUIREMENTS:

Requires over one year and up to and including three years. Prefer accounting and bookkeeping experience with skills in Microsoft Excel and Word.

AMERICANS WITH DISABILITIES ACT REQUIREMENTS:

PHYSICAL AND DEXTERITY REQUIREMENTS:

Requires sedentary work that involves walking or standing some of the time, exerting up to 10 pounds of force on a regular and recurring basis, and routine keyboard operations.

ENVIRONMENTAL HAZARDS:

The job may risk exposure to no known environmental hazards.

SENSORY REQUIREMENTS:

The job requires normal visual acuity and field of vision, hearing and speaking abilities.

JUDGMENTS AND DECISIONS

JUDGMENTS AND DECISIONS:

Responsible for guiding others, requiring frequent decisions affecting co-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures but with many variations from the routine.

ADA COMPLIANCE

Richland County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.