Administrative Assistant

GENERAL STATEMENT OF JOB

Under general supervision, performs secretarial work in support of operations of the office. Work involves answering the telephone; typing letters and documents; posting, copying, and filing addresses; inputting 911 surcharge fees; assisting database with 911 inquiries; assisting Permit Office with addressing; preparing expense report for reimbursement with State; and transferring 911 addresses from book to computer. Reports to the Director.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

Maintains files and inventory records.

Prepares and maintains minutes of monthly meetings.

Maintains timekeeping for office staff.

Prepares official publication of agenda and minutes of meetings.

Maintains computerized office budgets; ensures monthly budget balances.

Files, copies, and/or delivers mail documents.

Prepares letters, documents, reports, labels, envelopes, etc.

Orders office supplies.

Maintains emergency radio test.

Answers telephone; receives message; gives messages to co-workers.

Assists the Director and co-workers when needed.

Remains available for emergencies twenty-four hours a day, seven days a week.

Receives and/or reviews various records and reports including telephone calls, office budget, 911 addressing, minutes of E-911 meeting, and letters, labels, and documents.

Prepares and/or processes various records and reports including telephone call records, expense documents, E-911 inquiries, street index, and letters.

Refers to dictionary, budget documents, WordPerfect 6.1, policy and procedure manuals, codes / laws / regulations, publications and reference texts, etc.

Operates a variety of office equipment and machinery such as computer, fax machine, copier, calculator, radio, typewriter, etc.

Uses a variety of supplies such as writing instruments, stapler, ruler, hole puncher, general office supplies, etc.; and a variety of computer software such as Microsoft Word, Database software, Microsoft Excel, WordPerfect 9, etc.

Interacts and communicates with various groups and individuals such as Director, Office Assistant, 911 Commission, Iberia Parish officials, New Iberia City officials, and the general public.

ADDITIONAL JOB FUNCTIONS

Assists Assessor’s Office or Registrar of Voter’s Office.

Assists the Director or co-workers when needed.

Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, establishing and maintaining filing systems, etc.

Performs other related work as required.

MINIMUM TRAINING AND EXPERIENCE

Requires a technical college diploma with one to two years of experience in clerical, secretarial, or related work experience; or any equivalent combination of training and experience, which provides the required knowledge, skills and abilities.

Job Type: Full-time

Pay: $14.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person