Administrative Assistant

Overview

Administrative assistant for FAA training division at MMAC, handling clerical and logistical duties.

Key Responsibilities

• travel coordination
• document management
• vehicle operations
• inventory tracking
• training coordination
• procurement support

Tasks

-Assist with travel arrangements, including preparation of travel orders and vouchers. -Prepare, format, and proofread correspondence, reports, course materials, agendas, and other documentation using Microsoft Office applications. -Operate Aeronautical Centeruse vehicles in accordance with FAA policies, ensuring proper fueling or charging. -Schedule and coordinate meetings, teleconferences, and events; prepare briefing materials and track follow-up actions. -Provide administrative support for personnel, payroll, and budget activities. -Monitor time and attendance (T&A), identify and resolve discrepancies, and enter time for absent employees with management approval. -Assist with property tracking and inventory, including tagging and coordinating removal of excess property using FAA systems such as FRAMES. -Answer and route phone calls, greet visitors, and provide general information or assistance as needed. -Perform document management, filing, and records control activities, including shredding and storage in compliance with FAA records management policies. -Track and maintain training records for division personnel and ensure compliance with FAA training requirements. -Support domestic and international travel coordination by working with FAA and Department of Transportation (DOT) personnel to obtain passports, visas, and country clearances. -Maintain suspense records to ensure timely follow-up on correspondence and assigned actions. -Assist with purchasing documentation, quotes, and tracking shipments; maintain adequate office supplies and manage office equipment (e.g., copiers, toner, forms). -Support classroom setup by assembling student packets, preparing rosters, and providing logistical information to incoming students (e.g., training location, lodging details, class start times). -Receive, review, and distribute incoming mail; prepare outgoing mail and shipments. -Report supply or equipment deficiencies to the Program Manager and assist with procurement of replacements. -Provide support across multiple administrative functions as required, including potential work relocation within the MMAC as operational needs dictate. -Serve as division training coordinator by soliciting attendance, registering employees for courses, and ensuring completion of required training. -Assist in developing or refining office procedures and practices to improve efficiency.

Requirements

• microsoft office
• high school
• citizenship
• typing
• 1 year
• detail

What You Bring

-Typing speed of 50 words per minute with at least 90% accuracy. -U.S. Citizenship required. -Excellent interpersonal and organizational skills with the ability to multitask and prioritize workload. -Strong spelling, grammar, and written communication skills. -Demonstrate working knowledge of office procedures, operations, and practices. -LG2 Environmental Solutions (LG2) -Strong attention to detail, accuracy, and timeliness in completing tasks. -Ability to work both independently and collaboratively in a team-oriented environment. -Knowledge of general office and administrative procedures. -Required: High School Diploma or GED -Ability to work on-site at the Mike Monroney Aeronautical Center (MMAC) and support FAA and contractor personnel. -Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and email applications. -Customer service orientation with professional verbal and written communication. -Minimum of one (1) year of experience within the last three (3) years in general office administration or administrative support functions. -Ability to maintain confidentiality and handle sensitive information with discretion. -Must be able to pass a background investigation and meet FAA security requirements.

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Sector Specialisms

Security Clearance

-must pass a background investigation and meet faa security requirements.