Administrative Assistant

Location: Boston, MA

Department: BOS

Type: Seasonal

Min. Experience: Experienced

INTEGRATED DEICING SERVICES

Position: Administrative Assistant - Full Time / Seasonal 

Location: Boston Logan International Airport
(Office is located in Chelsea, MA)

Reports to: General Manager for Station

Classification:   FT Seasonal

                                                                                                                                                                   

 Essential Duties and Responsibilities:

  • Support the company Mission Value Purpose (MVP).
  • Exhibit a high level of confidentiality.
  • Answer phone calls, take messages, and field/respond to all routine and non-routine questions.
  • Coordinate the new-hire process to include scheduling and/or conducting employee interviews, organizing badging process, processing new-hire packets, verifying I-9 documents using E-verify, reviewing pre-employment drug screen results, requesting MVRs, and entering new-hire information into payroll system.
  • Work as a SIDA Badge coordinator and ensure compliance with all airport/airline required SIDA badge, safety and security requirements.
  • Responsible for managing the employee timecard system to ensure all timecards are processed timely and accurately for each payroll cycle. 
  • Ensure all employee information is kept up-to-date.  Assist in the completion of employee forms, including PAFs, address change forms, W4s, etc., and forward to proper department for processing.  Ensure that all proper signatures are obtained.
  • Establish new-hire employee folders, incorporate new hire paperwork within files and ensure original files are sent to corporate human resources department.
  • Coordinate both the operations training and weekly deicing schedules.  Submit training pay logs to corporate payroll department and may be called upon to conduct Minimum Standards Training at station.
  • Responsible for billing entry as well as handling billing questions from Corporate.
  • Organize uniform program for the station by providing employees with uniform order forms, entering employee sizes into payroll system, processing jacket deduction forms and forwarding orders to Corporate. 
  • Provide support to station at the end of the season by helping with the exit interviews, layoff memos, etc.
  • Promote consistent reinforcement and adherence to IDS’ mission, values and purpose to instill the core beliefs of IDS.
  • Foster an environment where operations, maintenance, and corporate staff work together for the success of the department and the company.
  • Other duties as assigned.

Required Skills and Experience: 

  • HS Diploma or Satisfactory completion of GED and professional experience.
  • Advanced degree a plus.
  • Successful completion of all IDS classroom and OJT training.
  • Excellent verbal and written communication skills with the ability to communicate with all departments within the company, including operations, maintenance, human resources, payroll, accounting, etc.
  • Ability to maintain accuracy and meet deadlines; must be detail-oriented and organized with the ability to prioritize; and attend/participate in meetings presenting a team player approach.
  • Strong customer service orientation to include increasing customer satisfaction, meeting customer expectations, solving customer problems, soliciting opinions and ideas from customers and responding effectively to the internal customer.
  • Must maintain high level of interpersonal skills to handle sensitive and confidential situations.  Position continually requires demonstrated discretion, tact and diplomacy.
  • Work requires continual attention-to-detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
  • Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
  • Intermediate computer skills with working knowledge of Microsoft programs (Outlook, Word, PowerPoint and Excel). 

Physical Demands and Work Environment: 

The physical demands and work environment characteristics 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.

  • Occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools or controls; reach with hands and arms; speak clearly and hear efficiently. 
  • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Travel: 

  • Pending the need of other stations for short periods of time.

 

As a Federal Contractor, we conform to all laws, statutes and regulations concerning equal employment opportunities and affirmative action.  We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job postings.  We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristics protected by law.  We prohibit Retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.

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