ADMIN ASSISTANT

Class Title

Performs administrative and clerical support to management.

Duties

1. Provides administrative and clerical support to management.

2. Composes letters, memos, reports, drafts ordinances and resolutions, compiles statistical, productivity measurements and effectiveness data.

3. Maintains searches and retrieves records, data and information from manual and automated files.

4. Prepares budget requests, expenditure estimates and enters budget and cost data to automated accounting and purchasing systems.

5. Posts and processes timekeeping and payroll/personnel data records.

6. Assists visitors and telephone callers.

7. May prepare standard contract documents, participate in bid process and monitor outcomes.

8. Performs duties tending/operating personal computers (PC's).

9. May supervise activities of employees engaged in performing clerical tasks.

10. Performs other duties as assigned or required.

Minimum Qualifications

1) High School Diploma or GED from an accredited institution.

2) Ability to apply management, administrative, and supervisory principles which equates to a bachelor's degree in public or business administration, plus two (2) years of increasingly responsible management and/or administrative experience.

3) This ability and experience may have been acquired by any combination of college courses and experience.

Additional Qualifications for Water and Sewerage Department:

4) Field Operations assignment - Valid Class 1 Water Distribution and Wastewater Collection Certificates issued by the State of Louisiana, Dept. of Health and Hospitals is preferred but not required.

5) Amiss Plant assignment - Valid Class 1 Water Production, Water Treatment and Water Distribution Certificates issued by the State of Louisiana, Dept. of Health and Hospitals is preferred but not required.

6) Lucas Plant assignment - Valid Class 1 Wastewater Treatment and Wastewater Collection Certificates issued by the State of Louisiana, Dept. of Health and Hospitals is preferred but not required.

7) Customer Service assignment- Valid Class 1 Water Distribution Certificates issued by the State of Louisiana, Dept. of Health and Hospitals is preferred but not required.

Additional Qualifications for Finance Department:

• Assist with special projects and routine functions
• Creates, modifies and distributes documents, reports, and spreadsheets using various office equipment such as personal computer, copier, fax, document shredder, and labeling system
• Receive and verify invoices and requisitions for goods and services
• Professionally assist visitors: citizens and/or employees
• Maintain the confidentiality of sensitive issues and situations involving employees and the operations of the City of Shreveport

Physical Requirements

1. Sedentary position; requires extensive typing and use of computer, printer and other office equipment.

2. Frequently required to sit, talk or hear. Occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.

3. Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.

4. Requires the ability to operate, maneuver and or provide simple but continuous adjustment on equipment, machinery other office machines, and or materials used in performing essential functions.

5. Ability to coordinate eyes, hands, feet and limbs in performing slightly skilled movements such as typing and to operate various pieces of office equipment.

6. Ability to recognize and identify degrees of similarities and differences between characteristics of colors, shapes and textures associated with job-related objects, materials and tasks.

7. The employee must exert light physical effort in sedentary to light work, occasionally involving lifting, carrying, pushing, pulling, crouching, crawling, kneeling, stooping and or moving up to 50 pounds.

WORK ENVIRONMENT: 1. The noise level in the work environment is moderately quiet.

2. Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, irate individuals and intimidation may cause discomfort and poses limited risk of injury.

3. The employee is occasionally but not regularly subject to adverse environmental conditions including but not limited to, dust, chemicals, smoke, extreme temperatures, small spaces, heights, noise, hazards and atmospheric conditions.

Travel: Travel will be required locally from location to location to accomplish job assignments and visit job sites.

Career Progression: Any higher class for which eligible and qualified.