The Administrative Assistant works at a BREC district shop providing clerical and administrative office support for the Parks Operation department. Incumbent answers the telephone and responds to inquires in a positive manner, runs errands to distribute and pick up mail daily at various maintenance shops, assists with preparing payroll, reviewing invoices for payment, entering data, record-keeping, creating correspondence and spreadsheets, compiling information, research and pulling reports. Other duties include copying, filing, faxing, scanning documents and ordering supplies. Interacts on a continual basis with staff and the general public and maintains good public relations both in person and over the phones.
Education Required:High School diploma or equivalent
Certification(s) Required: N/A
License(s) Required:Valid Louisiana Driver's license in good standing
Years of Relevant Work Experience:Two (2) years related experience in office setting with keyboard/computer experience. Any equivalent combination of education and experience will be considered.
Other Job Specifications:- Knowledge of modern office practices, procedures, equipment and software and clerical techniques
- Skilled in Microsoft Office Suite (Excel, Word, & PowerPoint, Outlook)
- Good interpersonal/organizational/telephone skills
- High customer service skills with the ability to deal with the public with tact and courtesy
- Ability to communicate information to others both orally and written
- Good math skills and attention to detail
- Knowledge of business, English, spelling, and arithmetic
- Ability to prepare clear and concise oral and written reports/correspondence/presentations
- Ability to adjust to changing work demands, procedures, technology and/or priorities
- Ability to use basic mathematical tabulations and computations and make corrections accurately
- Ability to receive and resolve complaints and questions
- Ability to maintain effective working relationships with employees and the general public
Essential Functions and Duties:- Answers the telephone, disseminating positive and informative responses to public inquiries, staff and employees regarding park operations, facilities, policies and procedures; Refers concerns/complaints to appropriate staff members
- Maintaining files and records in accordance with established procedures
- Maintains daily time sheets, prepares bi-weekly payroll including leave sheets and tracking attendance
- Inputs, maintains, retrieves and/or analyzes data from databases; Creates spreadsheets and processes forms
- Performs computer data entry of shop purchases, employees work hours and fuel usage
- Prepares work orders and invoices
- Learning and maintaining department software
- Maintains individual and shop equipment inventories and repair parts
- Prepares fuel orders for Park Operations Shops and the Baton Rouge Zoo
- Works daily with other departments and the public taking calls for athletic field maintenance, fleet needs, electrical, plumbing, and other repairs to facilities and parks.
- Composes correspondence, minutes, memorandums, and letters
- Reviews and submits invoices for payment
- Prepares presentations and other reports as requested
- Serves as liaison between shops and admin building
- Manages administrative needs for multiple shops
Secondary Job Duties:- Pumps fuel and takes fuel readings
- Other duties as assigned
This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties as requested by his or her supervisor.Full time, typically 8 hours a day, 5 days a week Monday through Friday; one hour lunch break.
Resumeswillnot be accepted in lieu of a completed application. If you do not complete each section of this application (i.e. work experience, education, or etc.) to demonstrate that you meet the eligibility and minimum qualification requirements described in this announcement, your application will be deemed incomplete and you will be ineligible for further consideration for this vacancy.
An offer of employment is contingent on passing a pre-employment criminal background check, Motor Vehicle Records check, drug screen and physical.
If you have any questions or concerns, please emailHAdmin@brec.orgor call (225)273-6430.
