Administrative Secretary, Gas

Overview

The purpose of this classification is to perform a wide variety of responsible and complex administrative, secretarial and clerical duties for an assigned department.

Performs a variety of complex administrative secretarial and clerical functions in support of the assigned department; performs administrative duties in support of assigned department head; recommends improvements in work flow, procedures and use of equipment and forms; creates forms and other instruments to improve work flow; participates in the duties relating to the administration of a department; assists in preparing comprehensive reports, minutes of meetings and agendas for meetings;

compiles annual budget requests.

Performs a variety of confidential secretarial and administrative tasks for the department head, assigned department supervisors and staff.

Receives, screens, sorts and distributes incoming mail; prepares responding correspondence; prepares outgoing mail for pick-up or delivery.

Assists in a variety of department operations; performs special projects and assignments as requested; dispatches work orders and maintains a log of radio communication.

Types and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft or verbal instruction; takes and transcribes dictation; independently composes correspondence related to assigned responsibilities.

Maintains a calendar of activities, meetings and various events for assigned supervisor(s); coordinates activities with other Agency departments, the public and outside agencies; coordinates travel arrangements for training, seminars and other related travel requirements.

Screens office and telephone callers; responds to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; greets visitors to the department; provides information and assistance to visitors.

Performs routine bookkeeping tasks; maintains records; balances cash accounts; obtains quotes for goods and materials and prepares purchase requisitions; orders office supplies and maintains supply inventory; assist in monitoring departmental expenditures; processes invoices for payment; processes departmental payroll; prepares, updates and maintains spreadsheets.

Maintains a variety of records and files; collects statistical information; conducts file research; compiles reports, as requested.

Maintains records and develops reports concerning new or ongoing programs and program effectiveness; maintains records for attendance, facilities usage, service levels, permits and related records; prepares statistical reports as required.

Researches and compiles a variety of information and materials from various sources; may use word processing programs and input or retrieve data using online or personal computer systems; prepares reports following departmental formats.

Operates a variety of office equipment including copiers, a facsimile machine and computers; inputs and retrieves data and text; organizes and maintains disk storage and filing.

Ensures compliance with all applicable rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations.

High school diploma or GED; supplemented by two (2) years of secretarial, clerical or administrative experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must be able to type and enter data at a speed necessary for successful job performance. May require a valid driver’s license. If license is required, must obtain a valid State of Louisiana driver’s license at time of appointment and maintain throughout employment for this classification.

• A valid State of Louisiana driver’s license is required.

Applicants must supply complete and accurate information concerning their previous training and experience including a detailed description of their work experience, the names and addresses of all previous employers and the dates of employment. The information is subject to verification.

Examination may consist of a written test, a rating of training and experience, a performance test or any combination thereof deemed necessary to adequately screen and rank applicants. Examination notices will be sent out via email with a testing date, time, and location if applicable.

** If you prefer to receive text messages regarding your application update, please include a current cell phone number on your application. **

Must include copies of driver’s license, diploma, GED, DD214, degree, etc. with application for consideration.