Administrative Assistant Has-Obo

Position: ADMINISTRATIVE ASSISTANT HAS-OBO
Applications accepted from: ALL PERSONS INTERESTED

Division/Section:  Houston Airport System - Office of Business Opportunity

Workdays & Hours*:
Monday-Friday, 8:00am-5:00pm (subject to change)

PURPOSE OF DIVISION

The Houston Airport System-Office of Business Opportunity (HAS-OBO) is committed to creating a competitive and diverse business environment for all three airports of the Houston Airport System (IAH, HOU, EFD) by promoting the growth and success of local small businesses, with a focus on Minority, Women, Small, and Persons with Disabilities Business Enterprises (M/W/S/PDBE) and U.S. Department of Transportation Disadvantaged Business Enterprises (DBE) and Airport Concession Disadvantaged Businesses Enterprise (ACDBE) (collectively "certified firms") mandated by CFR 49 Part 23 and 26.  

HAS-OBO accomplishes this by providing support to and serving as an advocate to ensure Minority, Women, Small, and Persons with Disabilities Business Enterprises maximize their participation on airport contracts.

PURPOSE OF THE POSITION

The purpose of the Administrative Assistant is to provide administrative support, interpret and implement basic rules and regulations, performs administrative task related to implementation of policies and procedures for the Pay or Play Program (POP). The Administrative Assistant will undertake a variety of entry-level professional accounting duties, such as gathering financial information, preparing reconciliation statements and/or entering financial transactions to assist in maintaining sound records for the POP Program.

The Administrative Assistant will be responsible for creating memos and reports for submission to Upper Management and above. Will assist with the hiring process for new hires to include but not limited to scheduling interviews, onboarding process, and scheduling training. "Candidates must be able to obtain all security required badge access including Custom Border Patrol access within 6 months from the hire date."

The Administrative Assistant duties include but are not limited to:

* Provides comprehensive administrative support to the Pay or Play (POP) team.

* Composes, edits, and formats letters, documents, Standard Operating Procedures (SOPs), and other official correspondence.

* Prepares and compiles weekly, monthly, and ad hoc POP activity reports using Microsoft Excel.

* Responds to POP Liaison inquiries, serving as a subject matter expert for support services and process guidance.

* Acts as the subject matter expert for POP-related systems and the Records Management System (RMS) Web App Database.

* Processes cash receipts, assists with POP deposits, and issues refunds as required.

* Maintains accurate financial records by preparing, verifying, and entering basic financial transactions.

* Supports the Pay or Play Administrator in conducting audits of financial records and ensuring compliance.

* Reconciles accounts by collecting and analyzing financial data, identifying discrepancies, and preparing necessary corrections.

* Maintains general and subsidiary ledgers, journals, and related financial documentation.

* Assists in the preparation of the department's annual budget, including data compilation and analysis.

* Provides support for various clerical operations and special projects as needed.

* Compiles data for use in reports, surveys, inventories, and studies.

* Maintains and conducts the department's physical inventory.

* Serves as the Department Fixed Asset Coordinator (DAF), ensuring accurate tracking and reporting of assets.

* Manages archive records related to the Pay or Play (POP) program.

* Performs other duties as assigned, supporting departmental goals and operations.

WORKING CONDITIONS

The position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions. Requires the ability to make coordinated gross motor movements in response to changing external stimuli within moderately demanding tolerances; or the ability to make coordinated eye/hand movements on a patterned response space within low tolerance demands with no real speed requirements.

EDUCATIONAL REQUIREMENTS

Requires a Bachelor's Degree in Business Administration, Liberal Arts, or a related field.

EXPERIENCE REQUIREMENTS

One year of Administrative experience is required.

Professional Assistant experience may be substituted for the above education requirement on a year-for-year basis.

LICENSE REQUIREMENTS

None Preference will be given to applicants with the following skillsets:

Track record of working in a professional environment.

Effective time management and organization skills, with an ability to multitask.

Considerable skills in oral and written communications with the ability to analyze complex information succinctly for varying audiences.

* Preference shall be given to eligible veteran applicants provided such persons possess the qualifications…