Administrative Assistant - Airport

An Opportunity to Join Our Dynamic Team … in a Dynamic City

The Corporation of the City of St. Thomas has an existing vacancy for an:

ADMINISTRATIVE ASSISTANT – AIRPORT

(Permanent, Part-Time)

Job Posting #1221-05-26

POSITION SYNOPSIS AND PURPOSE:

Reporting to the Airport Manager, the Administrative Assistant – Airport position is responsible for auditing and maintaining the Safety Management System which is a requirement to maintain airport certification and compliance with Canadian Aviation Regulations. This position participates in the safe and efficient operation of the airport in accordance with government regulations, airport policies and procedures and the City of St. Thomas policies. This position assists in the day-to-day operations of the Airport in the absence of the Airport Manager.

MAJOR RESPONSIBILITIES AND ACCOUNTABILITIES:

Airport Safety Management System (40%)

• This position conducts audits to ensure compliance with the following: Airport Operations Manual, Wildlife Management, Apron Management, Winter Maintenance, Spill Contingency Plan, Emergency Response Plan and Safety Management System.
• Advises Airport Manager of discrepancies found during the audit process and completes findings fact sheets.
• Generates Corrective Action Plans in conjunction with the Airport Manager and monitors to ensure that corrective actions prevent undesirable conditions from occurring in the future.
• Maintains safety concern and corrective actions forms and hazard logs.\
• Takes minutes of annual SMS meeting and compiles SMS yearly audit binders.

Administrative and Financial Operations (35%)

• Daily monitoring of fuel system including checking fuel inventory, entering dip and price information and creating customer fuel fleet cards.
• Reconciles fuel inventory remaining against fuel dips and new deliveries.
• Tracks key and fob inventories for all airport facilities.
• Purchases office and catering supplies for the airport.
• Completes payroll for airport employees.
• Maintains training logs for airport staff per Transport Canada requirements and scheduling of training.
• Provides radio checks to aircraft and maintenance equipment as well as provides information to staff working airside ensuring integrity of communications systems.
• Maintains file of Transport Canada advisories.
• Maintains up to date contact lists of all airport tenants for various communications including safety notices.
• Performs confidential administrative duties and assists with special programs and projects for the Airport Manager.

Customer Service (25%)

• Provides excellent customer service as the first point of contact including face-to-face, web-based, social media to airport tenants, officials, pilots and travellers.
• Creates City website information for the Airport.
• Provides “concierge” services to arriving and departing air crews and passengers.
• Creates new gate keys and Airside Vehicle Operations Permit program for hangar and tie down users servicing airside area and monitors program/system.
• Replaces/deactivates lost cards keeping access information up to date to ensure security to airside area.

MINIMUM QUALIFICATIONS:

Education, Experience, Knowledge/Skill/Ability

• Minimum accredited 1-year College Certificate with a specialization in Office Administration
• Restricted Radio Operator’s Licence
• 3-years’ experience in an airport facility
• Familiarity with Airport Safety Management System, emergency and other airport procedures.
• Effective customer service skills and the ability to maintain effective working relationships with senior government officials, clients, staff and public.
• Ability to multi-task in a fast-paced customer service environment and manage/effectively respond to stressful situations.
• Must have excellent computer skills using Microsoft and other applications.
• Must possess a valid Class "G" Ontario Driver's Licence and access to reliable transportation.

Other

• Satisfactory Police Record Check.

REMUNERATION AND HOURS OF WORK:

• Remuneration Range: $27.64 - $33.59 per hour, plus 4% vacation pay
• Up to 30 hours per week *under review*
• May be required to work outside and beyond the normal hours of work including weekends and statutory holidays.
• Employee Family Assistance Program (EFAP)

Applications will be accepted until Monday June 8, 2026, at 11:59 p.m.

HOW TO APPLY:

Go to www.stthomas.ca – Employment, Employment Opportunities. Go to Posting Title and click the ‘Apply Now’ button. You may need to register/create a Login.

Please import/upload your COVER LETTER AND RESUME individually (i.e. pdf, word) and ensure you have attached all documents prior to submitting your application.
Note: You may be required to answer Qualification questions during the application process.

The City of St. Thomas is an equal opportunity employer. Accommodations are available for all parts of the recruitment process. If you require accommodation to apply or if selected to participate in an assessment process, you must provide your accommodation needs in advance. Questions may be directed to the Human Resources Department at ... ext. 4146.

Although we appreciate all applications received, only those selected for an interview will be contacted.

Personal Information on this application is collected under the authority of the Municipal Act., R.S.O. 2001, as amended, and will be used to determine eligibility and suitability for employment with the City of St. Thomas.

Our hiring process does not use artificial intelligence (AI) or automated decisionmaking tools. Applications are reviewed and evaluated by our hiring team.