Executive Secretary

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Executive Secretary

Job Responsibilities:

Terrebonne Parish Consolidated Government’s Office of Homeland Security and Emergency Preparedness Executive Secretary is responsible for providing full secretarial support consisting of filing, typing and/or data entry, and assisting with preparation of monthly and quarterly reports for the Director and other department staff.

In this role, the incumbent will be expected to use computerized data management applications such as Microsoft Office 365 and to stay abreast of all technologies and innovative methods to ensure the efficient and effective coordination of the O.H.S.E.P. Office.

When the Emergency Operations Center is activated for any emergency, this position will be required to work extra hours outside of the normal operating hours and is responsible for management of clerical personnel assigned to the Emergency Operations Center by providing leadership and decision-making under pressure.

Executive Secretary Job Duties:

Performs highly responsible and confidential secretarial duties for the O.H.S.E.P. Director as well as other department personnel.

Works independently with minimal supervision, operates with a great deal of latitude and independent judgement.

Maintains supervisor’s schedule, emails, and assist in focusing on priorities.

Coordinates the office meetings, training, and conferences. Maybe required to create agendas, record minutes of meetings and submit meeting minutes to participants.

Maintains critical contact information for all agencies and personnel as deemed necessary by the Director.

Involves close coordination with high level executives and their secretaries within the Parish Government as well as with external organizations and agencies.

Operates ID card software and access control software for government buildings.

Operate all audio and visual equipment in the office as well as operate and utilize two-way radio communication within 6-months of employment.

Obtain basic training and certifications on the National Incident Management Systems (NIMS) and achieve monthly in-person and online continuing education certificates to have continuous learning and professional development in emergency management and leadership skills.

Process and prepares various daily, weekly, and monthly reports and statistics with limited supervision. Prepares and submits weekly reports to Parish Administration.

Prepares various documents such as business letters, memos, forms, specifications, etc.

Prepares state and federal grant applications, requirements, tracking and reporting while ensuring complete and accurate record retention.

Coordinates all department travel request and travel reimbursement request.

Prepare and submit department payroll to the Accounting Department.

Coordinates and maintains office supplies and general purchasing for the office and pays all invoices.

Assists with yearly budget preparation and monthly budget reviews.

Receives, opens, and sort all incoming mail.

Operate telephone system to answer calls, transfer calls, manage recorded message while sending any complaints to proper persons, authority, or departments.

Must have a valid Louisiana Driver’s License.

Any other duties as assigned by the Director.

EMERGENCY ACTIVIATION RESPONSIBILITIES:

The Executive Secretary is responsible for management of clerical personnel assigned to the Emergency Operations Center upon activation of the center.

Provide leadership and decision-making under pressure while working in a fast-paced, stressful setting during activation of the Emergency Operations Center due to a natural or man-made disaster or event.

Required to work amended or extra hours when necessary to support the Department’s functions, including working during tropical storms and hurricanes and other emergencies as designated by the Director. Requires a willingness to work a flexible schedule, overnight travel, overnight stays at the office and weekend and/or evening (night) work schedule.

Records meeting notes and maintains all office documentation during emergency activation.

Executive Secretary Skills and Qualifications:

Leadership Skills: Ability to supervise, coach and train additional administrative support staff. Requires a high level of tact and integrity, due to the high level of internal and external contacts with a high degree of exposure to confidential information.

Analytical Skills: Must be able to gather information, analyze problems and use problem solving skills to make decisions that may come up during a typical workday. Use good judgment and decision-making skills to ensure the department runs efficiently.

Communication Skills: Must be able to receive and interact with incoming visitors, liaise with internal staff at all levels and interact with external personnel in a personable and professional manner.

Organizational Skills: Requires attention to detail and excellent organizational skills. Ability to develop and modify work procedures, methods, and processes to improve efficiency.

Technical Skills: Proficient in the use of computer systems such as all Microsoft Office 365 and its associated applications, Microsoft Teams, Zoom, and the ability to learn new applications with limited assistance.

Educational Qualifications:   

High School Diploma or equivalent GED

Minimum of six (6) years of experience secretarial experience, preferably in a government or emergency management setting.

Certification on the national Incident Management System (NIMS) to include IS-100, IS-200, IS-700, and IS-800, is preferred but not required. Must be obtained within 6-months of initial employment date.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person