Administrative Secretary

Description The purpose of this classification is to perform a wide variety of responsible and complex administrative, secretarial and clerical duties for an assigned department.
Examples of Duties 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.
Typical Qualifications 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.
The City of Alexandria is an equal opportunity employer and does not discriminate on the basis of race, age, sex, color, religion, national origin, or disability.
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.