Assistant Parish Secretary

Provides assistance to the Parish Secretary and to the Parish Administrator as needed. Responsible for the secretarial functions in the effective implementation of the administrative policies and procedures of the parish.

DISCLAIMER:
This description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all duties which may be required from day to day.

• Gathers necessary information and creates the Police Jury meeting agenda and committee meeting notices.
• Gathers necessary information and creates the Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier meeting agenda.
• Distributes Police Jury meeting agenda and committee meeting notices to various agencies before each meeting.
• Distributes Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier meeting agenda to various agencies before each meeting.
• Responsible for running the recording and voting machine during police jury meetings.
• Posts legal ads in the local newspaper pertaining to Police Jury business matters.
• Posts legal ads in the local newspaper pertaining to Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier.
• Drafts narrative and/or other reports as requested.
• Maintains official Police Jury meeting minute books and indexes.
• Maintains official Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier meeting minutes and indexes.
• Obtains and maintains all parish vehicle insurance.
• Creates, distributes, and maintains invoices for Parish Highway Department.
• Assists Parish Secretary with Managing Voting Precincts by:
  • Ensuring adequate supplies and equipment are delivered to voting precincts prior to elections, and picked up afterwards.
  • Making sure “vote” signs are delivered and installed at locations as necessary, and picked up afterwards.
  • Serving as a point of contact to provide emergency supplies, equipment, etc. for voting precincts.
  • Coordinating necessary repairs, handicapped accessibility maintenance, etc. at voting precinct locations.
  • Periodically performing inspections of all parish voting precincts to ensure handicapped accessibility and safe conditions for commissioners and the public.
  • Responsible for the scheduling of public hearings, etc., as needed in the event of relocation of a precinct polling place.
  • Responsible for finding new polling locations when necessary.
• Assists Parish Secretary with responsibilities for redistricting and reapportionment (scheduling meetings, creating ordinances/resolutions, assists with creation of new precinct legal descriptions with assistance from GIS and Registrar of Voter).
• Assists Parish Secretary with responsibilities for yearly Board of Tax Review (receiving appeals, preparing responses).
• Assists Parish Secretary with maintaining files on Louisiana Community Development Block Grant projects, including processing invoices for approval and payment; upon approval for payment and receipt of funds from the State, responsible for issuance of checks for payment of said invoices. Assist grant administrator in the publishing of grant related notices and in the adoption by the police jury of all relevant grant policies and resolutions.
• Assists Parish Secretary with maintaining files on Louisiana Government Assistance Program and Community Water Enrichment Fund projects, including processing invoices for approval and payment; upon approval for payment and receipt of funds from the State, responsible for issuance of checks for payment of said invoices. Responsible for publishing of grant related notices and in the adoption by the police jury of all relevant grant policies and resolutions.
• Assists Parish Secretary with responsibilities in preparing and submitting all Capital Outlay Project applications.
• Creates and manages Cooperative Endeavor Agreements for budget appropriation.
• Creates and manages annual video poker licenses for the parish.
• Creates and manages parish peddler permits.
• Arranges, participates in, handles registrations, makes hotel reservations, and implements, as directed, conferences and other meetings.
• Arranges travel, hotel,…