Administrative Secretary - Prosecutor Job Slidell area,Louisiana USA,Administrative/Clerical

Position: ADMINISTRATIVE SECRETARY - CITY PROSECUTOR

ADMINISTRATIVE SECRETARY - CITY PROSECUTOR GENERAL PURPOSE

Position performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records, providing administrative support to the head of a department or a higher-level executive, and assisting in the administration of the standard operating policies and procedures of the department.

SUPERVISION RECEIVED

Position works under the general supervision of the Department Head.

SUPERVISION EXERCISED

Position may supervise other non-exempt full time, part time or temporary staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.

Answers incoming calls and routes callers or provides information as required.

Receives the public and answers questions; responds to inquiries from employees, citizens, and others; and refers, when necessary, to appropriate persons.

Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Assists the department head in researching, writing, and editing data for reports, budgets, contracts, etc.

Schedules meetings and arranges the physical space for various boards, commissions, or committee meetings and attends meetings as required by department head. Coordinates travel plans for staff.

Prepares records such as payroll, notices, minutes, and resolutions.

Acts as a custodian of departmental documents and records. Establishes and maintains filing systems, control records, and indexes using moderate independent judgment.

Maintains inventories and orders office supplies and materials, maintains records relating to the departmental budget.

Schedules appointments and performs other administrative and clerical duties in the maintenance of the department head’s calendar. Maintains a suspense file on upcoming department matters to be handled or that requires the attention of the department head.

Operates a vehicle to conduct department business as requested by department head.

Performs other work related duties as assigned.

CITY PROSECUTOR RESPONSIBILITIES

Processes mandatory citations and payments within applicable computer systems.

Establishes and maintains physical and electronic case files, including correspondence, pleadings, and related documents.

Assists with preparation of court dockets and related materials.

Contacts witnesses regarding court appearances and provides general information as needed.

Maintains departmental records and filing systems, ensuring organization and accessibility.

Assists with maintaining legal reference materials and law library resources.

Monitors office supply levels and assists with ordering and inventory control.

Schedules appointments and maintains the department head’s calendar.

Provides general administrative and clerical support to the City Prosecutor and office staff, as needed.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

Graduation from a high school or GED equivalent with specialized course work in general office practices such as keyboarding, filing, accounting, and bookkeeping.
Four years of related clerical experience as a clerk or secretary with the city.
Two (2) years of increasingly responsible secretarial experience, or any equivalent combination of related higher education and experience.

Necessary

Knowledge, Skills and Abilities:

Ability to type 55 WPM.
Working knowledge of computers and word processing, spreadsheet and database software; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices. Ability to achieve a score of 70% on Word and 50% on Excel.
Ability to transcribe information from machine may be required based on department need.
Skill in operation of listed tools and equipment.
Ability to perform cashier or accounting duties accurately.
Ability to effectively meet and deal with the public.
Ability to communicate effectively verbally and in writing.
Ability to handle stressful situations.
Ability to handle multiple tasks and meet deadlines.
Ability to travel between city properties and facilities.

SPECIAL REQUIREMENTS

Must possess a valid Driver’s License.

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