Job Description
Title: Assistant to Airport Manager (35hrs/wk)
Supervisor: Airport Manager
Grade: 4
Union: Beverly Municipal Employees Association
Classification: Non-Exempt
Summary: Under supervision of the Airport Manager, the Assistant to Airport Manager will perform accounting, payment and billing duties for the Beverly Regional Airport. In addition, assists in maintaining Badge Access Control System, performs secretarial duties such as preparing agendas and minutes for meetings, typing material from rough drafts, and typing correspondence, reports, memoranda, leases and any other documents as may be required as well as acting as a receptionist and bookkeeper.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Including the following; other duties may be assigned.
- Assist the Airport Manager in the reconciliation of accounts receivable, federal and state grant reimbursement requests. This includes Real Estate Leases, Landing Fees, Fuel Flowage Fees, and Land Lease Fees
- Assists the Airport Manager in the grant application process and works closely with the airport consultants.
- Make required entries in MUNIS, and assist the airport manager in analyzing, forecasting, manipulating, recommending, and preparing the annual budget.
- Track the AIP and ASMP project funds for payment and reimbursement. Make payments and request reimbursement for grant monies Tracks and sends out all grant applications and contracts, works with city departments, MassDOT and FAA on grant status.
- Reconcile all projects and operating expenses on a monthly basis and comply with all record keeping requirements.
- Records and maintains all functions related to airport payroll including entry of time off, tracking overtime, and recording seasonal on-call hours.
- Acts as a receptionist; fields and directs inquiries from the public via phone, email, or in-person;
- Handles incoming and outgoing mail and makes trips to the post office, bank, and City Hall.
- Records and maintains all airport accounts receivable and performs other related bookkeeping duties.
- Records and maintains all airport accounts payable and performs other related bookkeeping duties.
- Prepares monthly commission meeting agendas, minutes, reports, and financial statements.
- Attends monthly Airport Commission meetings
- Prepare budget schedule for airport commission approval. Set up budget schedule, hold annual internal budget meeting with manager and mechanics, work with chairman of airport commission.
- Sends out Commission meeting documents to airport stakeholders
- Works with City Clerk to post Commission agendas to the City Calendar
- Maintains airport files.
- Review outstanding purchase orders monthly to ensure that encumbrances are properly reflected on the budget reports.
- Review budget reports to ensure that budget transfers are completed in a timely manner.
- Compiles and prepares information and forms for reimbursement for FEMA Assistance for snowstorms, then submits it to the Public Services Department.
- Compiles, maintains, and submits based aircraft information to the MassDOT/Aeronautics twice a year and uploads it to the FAA Based Aircraft Inventory website.
- Schedules and prepares meeting rooms for use by city and aviation organizations.
- Performs assigned administrative duties such as grant reimbursement record keeping, gathering statistics for financial statements, typing leases, document copying, etc.
- Purchases and maintains office supplies and equipment.
- Confidential, technical preparation of leases, RFP's, policies, rules & regulations.
- Assist with City audit of airport capital projects.
- Maintains the Airport website
- In the absence of the Airport Manager, handle most non-technical airport situations that are particular to the airport.
- Assists Airport Manager on airport projects; with emails, phone calls, meetings and other duties as assigned.
- Assists the Airport Manager with the caretaking of the Administration Building.
- Maintains existing Badge Application System
- Processes all badge applications to MassDOT, notifies users of badge acceptance and tests security system for integrity/reliability
- Works with Airport Manager in maintaining Security Access Control System with stakeholders
QUALIFICATIONS: - Degree in business, accounting, public administration, aviation management, or a similar field, or demonstrated equivalent office experience in a responsible position.
- Ability to use Microsoft Excel, Microsoft Word, Microsoft PowerPoint, Microsoft Outlook, Google and experience in the use of general accounting software including payroll, accounts payable, and general ledger.
- A minimum of two years progressively responsible accounting experience.
- Demonstrated skills in communications with personnel at all levels of the organization.
- Ability to work independently and exercise good judgement, at times without direct supervision or directions.
- Ability to interpret personnel policies and procedures.
- Demonstrate organizational skills, flexibility, and high energy level.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Capability of interacting with the public and various public agencies.
- Possess Massachusetts driver's license.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls and reach with hands and arms. The employee is required to talk or hear. The employee must lift and/or move up to 10 pounds.
Specific vision abilities required by this job include the ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet, but may have intermittent outside aircraft noise.
Interested applicants should submit resumes to jobs@beverlyma.gov or mail to City of Beverly, Human Resources, 191 Cabot Street, Beverly, MA 01915
Job Tags
Seasonal work, Work at office