ODA Administrative Assistant

Job Description

SUMMARY

The Organization Designation Authorization (ODA) Administrative Assistant provides administrative support by preparing reports, handling information requests, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.  This position requires the ability to coordinate a variety of clerical duties in accordance with established work procedures.   Assists ODA Management Staff with creating, maintaining and organizing ODA procedures manuals; ODA Project files; and Unit Member (UM) files.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Read and analyze incoming memos, submissions and reports in order to determine their significance and plan their distribution.
• Coordinate activities with other personnel, and with other departments.
• Plan, prepare, and revise schedules and duty assignments according to customer needs, problems, work-loads, and forecasts.
• Perform activities associated with the maintenance and development of ODA procedures, and UM training.
• Consult with ODA Management to resolve problems, such as equipment, output quality, and work schedules.
• Develop and maintain tracking system of data submissions to the FAA, and coordination with Supplemental Type Certificate (STC) applicants (certification engineers, program managers, project engineers). 
• Make recommendations to management concerning procedural changes to improve work environment.
• Prepare reports, manuals, correspondence, and other information required by ODA management or governmental agencies.
• Maintain records of such matters as inventory, ODA personnel, orders, and supplies.
• Develop and distribute meeting minutes as required by ODA Management Staff.
• Maintain an organized ODA work area and other duties as assigned by ODA Management.
• Complete initial / recurrent training requirements in a timely manner.
• Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

• None.

ADDITIONAL RESPONSIBILITIES

The individual employed in this position is expected to dress appropriately (determined by area in which their work is performed), report to work on time, have excellent work habits, and have a cooperative and positive attitude in the work setting; exhibits respect and professionalism when interacting with customers, and all employees; must adhere to company policies, procedures and safety standards. 

QUALIFICATIONS  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, knowledge, skill, and / or ability required. 

• High School diploma/GED required with some college courses; associate and/or bachelor’s degree preferred.
• 0 to 3 years’ experience in the handling, submission of technical data, developing correspondence with the FAA.
• Knowledge of FAA principles involved in development and maintaining data in support of ODA.
• Knowledge of administrative and clerical procedures and systems such as word processing, developing spread sheets, managing files and records, designing forms, and other office procedures and terminology.
• Effective written and verbal communication skills.
• Must be detail oriented with the ability to multi-task.
• Ability and willingness to work extended hours, when needed. 

LANGUAGE SKILLS

• Read, write and understand the English language. 

CERTIFICATES, LICENSES, REGISTRATIONS

• None.

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. Standard safety precautions are required in all areas where hazardous conditions exist. 

TRAVEL

• Occasional travel may be required; the employee filling this position must be willing to travel on short notice and possibly for extended periods.

WORK ENVIRONMENT

The following work environment and characteristics described are representative of those an employee encounters while performing the essential functions of this job. 

• Standard office environment.
• Occasional exposure to noise, smells, dust and fumes typically associated in an industrial manufacturing / aviation environment.

SAFETY STATEMENT

All employees have a responsibility to cooperate in promoting and maintaining a safe and healthy work environment, to take reasonable care of their own health and safety and to encourage the health and safety of all other team members. 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job.   They are not intended to be an exhaustive description of all work requirements and responsibilities.  The job description does not constitute an employment contract and is subject to change as needed.