Administrative Assistant Maintenance Services

If youre ready to bring your administrative expertise to an environment where compliance integrity and collaboration matter this is your opportunity to step into a role where every task helps keep the airport and our Field Maintenance and Trades departments running smoothly.

Position Summary
The Administrative Assistant Maintenance Services provides administrative and operational support to the Field Maintenance and Trades departments. This position is responsible for processing purchasing requests budget tracking departmental payroll reconciliation coordinating inventory of uniforms and safety equipment processing service requests maintaining departmental records and ensuring compliance with contracts and regulations. Additionally the Administrative Assistant Maintenance Services relays information and communication between management field crews and external stakeholders.

Hours/Schedule
Typical work hours are Monday through Friday 7:00 am - 3:30 pm in person.

To Apply
Click the Apply tab located just above the position description log-in to or set up your account and follow the instructions provided. An incomplete application may affect your opportunities in this hiring process.Applications will be accepted until 3:00 pm on December 29 2025.

Questions regarding this position or the process can be directed to or .

MAC is an Equal Opportunity Employer and does not discriminate on the basis of race religion color gender age nationality or disability.

MAC complies with the Americans with Disabilities Act. If an accommodation is required for you to participate in the application process because of a disability please contact Tekia Jefferson at or @ .

Relationships

Reporting Relationship Reports to the Director Maintenance Services and Asset Management.
Department Direction Frequent contact and interaction with airport personnel and MAC staff members.
External Business Frequent contact with airport tenants suppliers contractors and vendors. Occasional contact with the general public.

Job Duties

Contract and Compliance Support

• Understand and remain current on individual Field Maintenance and Trades department contracts airport rules and regulations and other governing policies.
• Assist department management in tracking and managing contractual compliance and agreement terms.
• Maintain confidentiality of sensitive department data information and conversations.

Procurement and Inventory Management

• Prepare and process purchasing orders and requisitions including submitting information for Professional Service Agreements (PSAs).
• Maintain inventory control for a variety of departmental items including employee uniforms safety equipment gas/diesel fuel oil and other lubricants office supplies and pollution control supplies.
• Maintain records of materials used including sand salt NAAC New Deal and aggregates.

Payroll and Budget Support

• Assist Finance department and department management in tracking and monitoring monthly Field Maintenance and Trades expenditures and operating budgets.
• Perform initial reconciling of department payroll and timesheets including verifying leave types balances and usage pay rates and equipment premium rates. (Timekeeper responsibilities)
• Provide department safety equipment monitor inventory of safety equipment and maintain records of safety equipment allowance for bargaining unit employees.
• Complete P-card reconciliation for Field Maintenance and Trades departments.

Administrative and Clerical Support

• Prepare and distribute general departmental correspondence as directed including employee shift bid reports payroll memos emails standard operating procedures meeting agendas and minutes and presentations.
• Create spreadsheets to track information including employee information such as training records professional licenses performance evaluation dates locker and bunk room assignments and other information for regulatory compliance.
• Initiate and monitor Field Maintenance and Trades Department work orders.
• Maintain electronic and paper files process mail and handle fax and copy requests.
• Troubleshoot minor IT issues such as log-in/password issues and assist in the escalation of IT issues in accordance with organizational policy; serve as the initial point of contact for any IT issues for employees
• Maintain schedule of organization-owned motor pool vehicles resolve scheduling conflicts and ensure communication for use for the requester and for fleet operations.
• Professionally greet and welcome visitors to the building.
• Maintain assigned SharePoint sites.
• Order and maintain office supplies and equipment.
• Coordinate travel arrangements for all department-approved travel and complete travel reports/reimbursement requests.
• Schedule meetings as directed and maintain department calendars including management on-call calendar.
• Manage the bi-annual electronic shift bid and vacation bid processes for union employees.
• Assist in records management records inventory program and records disposal program.
• Update departments content management system on a monthly basis.

Communication and Coordination

• Answer multi-line phone system (via Teams) and direct calls in a prompt manner.
• Prepare information and documentation for new employee onboarding.
• Relay messages and assignments to crew tradespersons managers duty and assistant managers and forepersons via maintenance and administration radios.
• Receive department service requests and coordinate information for emergency and non-emergency service calls.
• Respond to vendor tenant and public inquiries and resolve or escalate complaints in a timely manner.
• Assist with events in the Field Maintenance and Trades buildings as assigned.

Other Duties

• Perform other duties as assigned.

Competencies

Individual Contributor (IC) Competencies

• Customer Focus -Building strong customer relationships and delivering customer-centric solutions
• Decision Quality-Making good and timely decisions that keep the organization moving forward
• Action Oriented -Taking on new opportunities and tough challenges with a sense of urgency high energy and enthusiasm
• Optimizes Work Processes -Knowing the most effective and efficient processes to get things done with a focus on continuous improvement
• Ensures Accountability -Holding self and others accountable to meet commitments
• Collaborates-Building partnerships and working collaboratively with others to meet shared objectives
• Values Differences -Recognizing the value that different perspectives and cultures bring to an organization
• Communicates Effectively-Developing and delivering multi-mode communications that convey a clear understanding of unique needs of different audiences
• Courage-Stepping up to address difficult issues saying what needs to be said
• Instills Trust-Gaining the confidence and trust of others through honesty integrity and authenticity
• Self-Development-Actively seeking new ways to grow and be challenged using both formal and informal development channels
• Situational Adaptability - Adapting approach and demeanor in real time to match the shifting demands of different situations

Education Requirements(must have one of the following)

• High school diploma or equivalent AND two (2) years of administrative clerical or office support experience preferably in a maintenance facilities or operations setting OR
• Two years of post-secondary education in business or a related field.

Minimum Requirements

• Intermediate proficiency in Microsoft Office Suite (Word Excel Outlook and PowerPoint) and the use of internet search engines.
• Proficient customer service skills.
• Experience working with databases and record-keeping systems.
• Demonstrated knowledge of standard office practices and procedures.
• Strong organizational and time management skills.
• Strong verbal and written communication skills.
• Demonstrated ability to work in a fast-paced multi-tasking environment.
• Ability to work cooperatively with others.
• Ability to track budgets purchasing and inventory.
• Attention to detail and accuracy in record-keeping.
• Proficient spelling grammar and proofreading skills.
• Ability to appropriately handle confidential and sensitive information with tact and discretion.
• Ability to operate standard office equipment.
• Valid drivers license.

Desirable Requirements

• Experience in a public agency or government setting.
• Knowledge of MSP airport operations including Part 139.
• Experience providing administrative support to multiple stakeholders.
• Experience using two-way radios or similar communication devices.
• Experience using work order/asset management systems.
• Experience with maintaining information in Learning Management Systems (LMS).