AIRPORT PROPERTIES OPERATIONS ASSISTANT
A.
CLASS DEFINITION
Under general supervision, provides administrative and technical assistance in the property
management function of the Airport Properties Department. Performs related work as assigned.
DISTINGUISHING CHARACTERISTICS
This classification is distinguished from the Properties Assistant in that the latter classes perform
paraprofessional-level work that involves moderately complex assignments such as the
preparation and processing of property and real estate agreements. As knowledge and skills are
acquired, however, incumbents are able to work more independently. Incumbent reports to the
Manager of Airport Properties.
B. TYPICAL TASKS/DUTIES (Any one position may not include all the duties listed, nor do the
examples cover all the duties which may be performed. Incumbent may perform other related
duties at the equivalent level.)
1. Coordinates budget process for department under direction of Manager of Airport Properties.
Gathers inputs from sections and consolidates them into a budget proposal for Manager’s
approval; assists Manager with budget administration.
2. Collects, balances and accounts for funds received by AP Properties. Assists Finance
Division and department in identifying payments and outstanding accounts receivable on an
as-needed basis.
3. Handles Rental Billing Instructions: verifies coding and calculations, ensures that they are
completed properly and sets up computerized lease masters, etc; sets up computerized lease
masters for new tenants and makes revisions for current tenants.
4. Coordinates operational requests as required; performs administrative functions relating to
property management, e.g. ongoing monthly tasks/reports, special projects.
5. Checks and corrects the paperwork for reimbursements which includes checking the budget
to ensure that funds are present to cover the expenditure.
6. Maintains department’s Rental Billing Instruction forms; acts as a clearing house for various
tenant issues involving real estate leases and payments; coordinates operational requests as
necessary, etc.; prepares tenant percent rent reports; prepares tenant billing for periodic
special percentage rental audits.
7. Monitors tenant accounts which include monitoring payment plans and tracking 3-day pay or
quit notices.
8. Assists in lease administration activities including lease set up, lease changes, etc.; maintains
lease and property files.
9. Maintains certain paperwork involving tenant leases.
This includes preparation and
maintenance of the leasehold “tickler” reports that track the status of the lease, when it is due
for expiration or renewal.
10. Handles several employee transactions in Airport Properties, including
transactions, payroll, vacation and leave requests and reimbursements.
personnel
11. Reviews and corrects, if required, all departmental expense and reimbursement requests and
submits them to the department manager for approval.
12. Coordinates may requests for reports and data from the Port Finance Division, including
preparation of special reports.
13. Performs related duties as assigned.
C.
KNOWLEDGE, SKILLS AND ABILITIES
To perform the typical tasks and duties of the position successfully, the knowledge, skills and/or
abilities listed below are required.
Knowledge of:
•
Port and Airport Properties procedures and policies
•
Business English composition to produce clear and concise draft reports, correspondence
and other written documents.
•
Personal computers and standard office software, including proprietary financial and
budgeting software.
•
Port policies and procedures.
•
Basic business mathematics.
•
Proper customer service principles.
Ability to:
D.
•
Perform data compilation and entry work requiring close attention to detail and accuracy.
•
Use personal computers and standard office software and office equipment.
•
Maintain confidentiality of information.
•
Analyze situations carefully and apply effective remedy.
•
Organize work to meet priorities and constantly changing deadlines.
•
Communicate effectively both orally and in writing by using correct English grammar, spelling
and punctuation.
•
Utilize personal computer hardware and appropriate software.
•
Proofread written and financial documents accurately.
•
Work independently within established guidelines.
•
Establish and maintain effective working relationships with those contacted in the
performance of duties and to work as a team.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to perform this job successfully.
While performing the duties pertaining to this position, the incumbent is regularly required to make
use of close vision to read lease agreements, financial and other documents; to have fine motor
control to manipulate a keyboard; and to have a range of motion sufficient to push, pull and place
books, binders and other materials on level surfaces and to lift up to 25 pounds of documents in
order to store them in labeled boxes. The incumbent must have eye, hand, and foot coordination
to operate a vehicle in conformance with Port policies and the State Vehicle Code.
E.
WORK ENVIRONMENT
The work environment described here is representative of those an employee encounters while
performing this job.
The incumbent typically works indoors in an air-conditioned office, with a mixture of natural,
incandescent and fluorescent light. Typical noise levels are muted by acoustic ceilings, carpet
and sound-deadening wall panels.
F.
EDUCATION AND EXPERIENCE
This position requires a combination of education and experience reflecting possession of the
required knowledge, skills, and abilities. A typical combination would include graduation from high
school or equivalent plus a minimum of three years of experience in administrative/office support
work in preparing and processing property or real estate agreements. Possession of an
associate’s degree with coursework in business or public administration or a related field is
desirable.
G.
OTHER CHARACTERISTICS
1. Must possess a valid California Class C driver's license at the time and for the duration of
appointment.
2. This Airport specific classification requires each incumbent to complete and pass a
Transportation Security Administration/Federal Aviation Administration (TSA/FAA) 10-year
employment history verification, which will include fingerprinting and a Criminal History
Records Check (CHRC) prior to being considered for this position.
CLASS CODE:
10653
STANDARD HOURS-DAY/WEEK:
7.5/day – 37.5/week
CS STATUS/UNIT:
Classified/A
FLSA:
Non-exempt
Classification Created: (Port Ordinance)
April 18, 2006 (3905)