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Staff Assistant II, Airport Hub/Gateway At American Airlines

Location: New York, New York

Job Description

Looking for a job where a passion for innovation, a culture of teamwork, and opportunities for growth are valued and rewarded? You’ve come to the right place.

You don’t have to be an airline aficionado to join American Airlines. It takes more than cool planes to keep us ahead of the curve, and thanks to our team of behind the scenes professionals, we do just that. As the largest airline in the world, American Airlines is in the business of serving the global travel needs of our customers. At the core of the Company is our commitment to each customer and each employee. We are dedicated to developing and delivering what our customers value and are willing to pay for. Customer-centric planning, innovative marketing, and an exceptional customer experience are supported by a cadre of talented people.

What does it take to join us? We’re glad you asked! We expect exceptional skills in your discipline and a dedication to being the best as we relentlessly pursue our goal of being not just the largest airline in the world, but also the best airline in the world.

Fortunately, we’re building on almost a century of innovation and firsts in our industry – and we plan to continue that tradition of excellence.

About The Job
This job is a member of the Hubs and Gateways Team within the Customer Experience Division. This position will be responsible for handling one or more of the following as their primary role:Supply ordering, Bid input/management, Invoice Auditing – accounts payable/receivable, Fueling, Badging/Customs.

Specifically, you’ll do the following:
  • Bid Management/Movement
    • Bids developing, processing, and managing for employees
    • Develops, processes, and manages 3-5 main schedule bids per year per 5 work groups
    • Develops, processes, and manages monthly Open Time bids for 5 work groups
    • Updates RTW bids and duplicate bid lines per contracts
    • Uploads, verifies, and enters individual lines in Workbrain including all managers and support staff
    • Performs monthly Vacation change periods – manual verification to the auto awards
    • Oversees Annual Vacation bid creation for 5 work groups
    • Conducts and processes annual Bid by Appointments for vacations
    • Performs Monthly/Annually reconcile and reduce negative vacation balances
    • Oversees New hire, transfer, and termination system execution (Oracle, SHARP, Station Resources)
    • Coordinates all property (onboarding/separation) and employee systems access
    • Prepares ECR and termination paperwork, intake and recording in database
    • Coordinates with Employee, CHQ, and other cities for release dates and transfer/move information
    • Ensures contract is followed for transfers/Terms/New Hires/Last Change Agreements

About The Job (Continued)
  • Badging/Seals
    • Oversees Customs Seal Application processing, tracking, reporting
    • Controls Fingerprinting /SIDA badge (initial and renewal)
    • Performs Custom Seal Quarterly Audit (fines applicable)
    • Tracks and reports SIDA compliance
    • Performs LOA badge collection (FedEx, phone contact) per regulations
    • Tracks and reports parking compliance
  • Supplies/Management
    • Administers yearly supply budget
    • Manages and controls supply levels for Customer Care, Customer Ops, Control Center, Administration, and Senior Leadership
    • Maintains par levels to sufficient amount so front line operations and customers are not inversely impacted
    • Distributes stock to assigned locations for expedient use and distribution to all areas
    • Maintains cost and track spending for all work groups
    • Oversees QuickBuy access and authority for placing supply orders
    • Manages outside supply vendor accounts: Granger, Levi, MedSafe etc.
    • Provides supplies and support for all employee special events

About The Job (Continued 2)
  • Invoicing
    • Receives ,reviews, and validates goods and services were received
    • Contacts vendor or supplier for additional information (soft people skills)
    • Codes GL code in to Invoice works to be approved by the Sr Manager
    • Updates/Validates Contract Navigator per Internal Controls
    • Validates vendor contracts are current and invoices match the contract rates
    • Tracks spending with budget
    • Audits labor hours (Reg/OT)
    • Audits vendors as needed per contract
  • Fueling
    • Receives fuel tickets daily from fuel vendor
    • Categorizes fuel tickets for appropriate reconciliation and billing
    • Audits fuel tickets and paperwork and make adjustments in Sabre as necessary
    • Preforms month end fuel reconciliation and variance explanation
    • Communicates with vendor (Swissport) and request modifications as necessary
    • Updates gas and diesel information in Sabre by using FAE entry
    • Communicates with Fuel Accounting department
    • Files and stores all fuel tickets for four years

Required Qualifications
  • High School diploma or GED Equivalency
  • Moderate experience specific to department or area of expertise
  • Knowledge of Microsoft Office to include Word, Excel, PowerPoint, Outlook, etc.
  • Independent decision making skills
  • Ability to directly contact customers

Preferred Qualifications
  • Associates degree or equivalent work experience
  • Extensive experience specific to department or area of expertise
Additional Locations: None
Requisition ID: 27510