Requisition Details for: 58897

Requisition Details

Summary

Requisition ID : 58897

Requisition Name : Aeronautics Division - Admin Assistant

Customer : TN DOT

Quantity Requested : 1

Estimated Duration : 09/19/2022 - 05/31/2024

Pricing

Bill Rate : USD 35.00 Per Hour

Expenses Allowed : Yes

Location

Position Location : Hybrid

Address

7335 Centennial Boulevard Nashville, Tennessee 37209

Custom Fields

Description

Administrative Assistant(s) – Project Management Section

Background

The Aeronautics Division supports, promotes, and delivers services that encourage and enhance a sustainable, efficient, and safe air transportation system in Tennessee. The division provides financial and technical assistance to publicly owned airport operators for the planning, development, promotion, construction, and operation of public-use airports throughout the state. Other engineering services include consultant procurement, project design and construction consultation services to state public-use airports. Additionally, the Aeronautics Division administers and programs both state and federal funding for Airport Capital Improvement Plan (ACIP) projects in accordance with applicable state and federal regulations under the state’s Airport Improvement Program (AIP).

The Development section of the Division has several Project Manager positions - six filled currently - that perform project and/or program management duties in support of the AIP. These project managers serve as the primary Division point-of-contact for their assigned airports to represent the state's aeronautical interests. They oversee capital improvement projects from cradle-to-grave to ensure projects comply with government regulations. When grant funding is involved, Project Managers are responsible for collecting invoices from airport sponsors and approving eligible expenses for reimbursement. Project Managers are also responsible for monitoring schedule and budget on each project and ensuring that adequate public records are maintained.

Purpose and Need

Project Managers in the Aeronautics Division operate in a challenging environment where they have numerous responsibilities that apply to an entire portfolio of projects. Their challenges have been compounded by both staffing shortages and increased funding for transportation infrastructure projects. The Project Managers need administrative support to help them prepare the documentation required to summarize project expenses and process the related invoices for reimbursement. The Development Section and Project Managers also need administrative support for data entry, information tracking, and the preparation of meeting materials for meetings with the Tennessee Aeronautics Commission (TAC). Assistance may also be needed with taking detailed meeting minutes, requesting and collecting documents from airport sponsors, or on other miscellaneous administrative work consistent with the competencies, knowledge, skills, and abilities listed in this document.

Scope of Services

The Aeronautics Division is seeking a minimum of one full-time equivalent (FTE) to provide administrative assistance of routine difficulty for the Project Managers under the Division’s Development Section. The employee/s will primarily assist the Project Managers by collecting invoices and tabulating the expenses on MS Excel based forms, then generating a PDF of the form to be reviewed and signed by the respective Project Manager prior to being processed for reimbursement. The employee/s will assist the Project Managers in reviewing non-technical aspects of the invoice documentation for compliance with the financial guidelines set by the Finance Division. The employee/s will coordinate any necessary changes to invoice documentation or related forms with Project Managers, Airport Sponsors, Consultants, and Division Program Monitors.

The employee/s will also provide administrative support in the form of data entry into programs, spreadsheets, or other lists. Information will be provided in a variety of formats and must be typed or keyed in. The employee/s will be required to prepare basic budget and summary information for data.

The employee/s will assist in preparing for meetings with the TAC by combining MS PowerPoint presentations from each Project Manager to ensure the presentation is consistent with the meeting agenda. The employee/s will review the presentation and other meeting materials for spelling errors and ensure consistent formatting throughout. The employee/s will assist Project Managers with making minor changes and additions to the presentations.

The employee/s will be asked on occasion to take meeting minutes, detailing decisions that were made, and action items along with who is responsible for each action item.

Minimum Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree and experience equivalent to two years of professional full-time staff work.

Substitution of Education for Experience: Additional graduate coursework from an accredited college or university in public or business administration or other acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years.

Substitution of Experience for Education: Qualifying full-time increasingly responsible sub-professional experience, paraprofessional, or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Competencies

The services require regular use of, and proficiency in, MS Outlook, MS Excel, MS PowerPoint, MS Word, and other MS Office applications in addition to internet browsers and internet-based applications. They will also require excellent written and verbal communication skills, attention to detail, time management skills, the ability to prioritize work, and strong organizational skills with the ability to multi-task.

Necessary Competencies, Knowledge, Skills, and Abilities are listed below along with the general tools and equipment used.

Competencies: Business Acumen, Creativity, Dealing with Ambiguity, Time Management, Autonomy, Action Oriented, Drive for Results, Perseverance, Written Communications, Approachability, Relationships.

Knowledge: Administrative and Clerical Procedures, Computers and Electronics, Mathematics, Providing Customer Service.

Skills: Active Learning and Listening, Coordination of Administrative Activities, Critical Thinking, Judgment and Decision-Making, Mathematic, Reading, Comprehension, Service Orientation, Speaking, Time Management Troubleshooting Writing.

Abilities: Deductive Reasoning, Oral Expression and Comprehension, Problem Sensitivity, Selective Attention, Time Sharing, Written Expression and Comprehension.

Tools and Equipment Used: Personal Computer, Telephone, Printer, Scanner, Copy Machine, Calculator, and Other Office Related Equipment as Required.

Work Location, Days and Hours

The employee/s serving in this capacity will be expected to report to the Aeronautics Division at 7335 Centennial Blvd, Nashville, TN 37209 up to five days a week as determined by business need, otherwise they would be allowed to work remotely.

The employee/s will be expected to work 8:00am to 4:30pm CST/CDT Monday through Friday, with one hour for lunch. Hours are subject to change as determined by business need. The standard work week is 37.5 hours.

Schedule

Days : Monday Yes Tuesday Yes Wednesday Yes Thursday Yes Friday Yes Saturday No Sunday No

Hours/Day : 8

Time Zone : CST

Qualifications